HomeMy WebLinkAboutApril 07, 2022 - CouncilTHE CORPORATION OF THE MUNICIPALITY OF BAYHAM
COUNCIL MEETING AGENDA
MUNICIPAL OFFICE
56169 Heritage Line, Straffordville, ON
Council Chambers – Held Virtually
Thursday, April 7, 2022
7:00 p.m.
The April 7, 2022 Council Meeting will be held virtually via Zoom and livestreamed on
YouTube.
The Public may watch the Council meeting utilizing the
Municipality of Bayham YouTube Channel:
https://www.youtube.com/channel/UCpY8wjivr1zSsi0tvbgtUrg
1. CALL TO ORDER
2. DISCLOSURES OF PECUNIARY INTEREST & THE GENERAL NATURE THEREOF
3. REVIEW OF ITEMS NOT LISTED ON AGENDA
4. ANNOUNCEMENTS
5. PRESENTATIONS
A. Mark Loucas, Detachment Commander re 2021 Annual OPP Report
6. DELEGATIONS
7. ADOPTION OF MINUTES OF PREVIOUS MEETING(S)
A. Regular Council Meeting held March 17, 2022
B. Statutory Planning Meeting held March 17, 2022
8. OPEN FORUM
9. MOTIONS AND NOTICE OF MOTION
A. Mayor Ketchabaw re Large Household Waste Pick-up
B. Councillor Chilcott re Basketball Court in the Richmond Community Park
C. Councillor Donnell re Municipal Accommodation Tax
10. RECREATION, CULTURE, TOURISM AND ECONOMIC DEVELOPMENT
10.1 Correspondence
10.1.1 Receive for Information
10.1.2 Requiring Action
2022 Council Agenda April 7, 2022
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10.2 Reports to Council
11. PHYSICAL SERVICES – EMERGENCY SERVICES
11.1 Correspondence
11.1.1 Receive for Information
11.1.2 Requiring Action
11.2 Reports to Council
A. Report PS-06/22 by Ed Roloson, Manager of Capital Projects - Water/Wastewater
Operations re Annual Drinking Water Inspection Reporting for Bayham and Richmond
Drinking Water Systems 2021-2022
B. Report PS-07/22 by Ed Roloson, Manager of Capital Projects - Water/Wastewater
Operations re Public Works 2022 Capital Projects – PW-17, PW-18, PW-19 and PW-105
C. Report PS-08/22 by Steve Adams, Manager of Public Works re Transfer of Maintenance
Provider for Agreement No. 0753 and By-law 2021-023 – Port Burwell East Beach &
Port Burwell Community Park Washroom Maintenance
12. DEVELOPMENT SERVICES – SUSTAINABILITY AND CONSERVATION
12.1 Correspondence
12.1.1 Receive for Information
A. Notice of Public Meeting re Proposed Minor Variance A-23/21
B. Notice of Public Meeting re Proposed Minor Variance A-02/22
C. Notice of Public Meeting re Proposed Zoning By-Law Amendment ZBA-08/22
12.1.1 Requiring Action
12.2 Reports to Council
A. Report DS-12/22 by Bill Knifton, Chief Building Official|Drainage Superintendent re 1st
Quarter Report
B. Report DS-15/22 by Margaret Underhill, Deputy Clerk/Planning Coordinator re Rezoning
Application ZBA-06/22 – Hildebrandt
C. Report DS-16/22 by Margaret Underhill, Deputy Clerk/Planning Coordinator re Consent
Application E23-22 AGinvest Farmland One Inc.
D. Report DS-17/22 by Margaret Underhill, Deputy Clerk/Planning Coordinator re Site Plan
Agreement – 9707808 Canada Inc. 4688 Godby Road
13. FINANCE AND ADMINISTRATION
13.1 Correspondence
2022 Council Agenda April 7, 2022
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13.1.1 Receive for Information
A. Elgin County re March 22, 2022 Elgin County Council Highlights
B. Tillsonburg District Memorial Hospital re COVID Outbreak declared March 29, 2022
C. County of Elgin re Platinum Jubilee of Her Majesty Queen Elizabeth II Commemorative
Pins
D. Elgin County re Notice of Lease Renewals for Elgin County Library Branch Facilities
E. Township of Chapple re Expansion of Northern Ontario School of Medicine
F. Municipality of Mississippi Mills re Abandoned Cemeteries
G. City of Port Colborne re Year of the Garden 2022 Proclamation
H. City of Barrie re Plan of Action to Address Joint and Several Liability
I. Town of Georgina re Limitations on Purchasing Goods Originated from Russia
13.1.2 Requiring Action
A. Terrace Lodge Redevelopment Fundraising Committee re Bayham Committee Member
13.2 Reports to Council
A. Report CAO-12/22 by Thomas Thayer, CAO|Clerk re 2022 Municipal Election
B. Report CAO-13/22 by Thomas Thayer, CAO|Clerk re 2022 Procedural By-Law Update
for Virtual Meetings
C. Report CAO-14/22 by Thomas Thayer, CAO|Clerk re Hybrid Council Meetings for the
Municipality of Bayham
D. Report CAO-15/22 by Thomas Thayer, CAO|Clerk re Shared Municipal Development
Services RFP Update
14. BY-LAWS
A. By-law No. Z738-2022 Being a by-law to amend By-Law No. Z456-2003, as amended –
Hildebrandt
B. By-law No. 2022-027 Being a by-law to amend By-Law No. 2022-003 being a by-law
to govern the proceedings of the Council of the Municipality of Bayham and of its
committees and the conduct of its members
15. UNFINISHED BUSINESS
16. OTHER BUSINESS
16.1 In Camera
2022 Council Agenda April 7, 2022
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16.2 Out of Camera
17. BY-LAW TO CONFIRM THE PROCEEDINGS OF COUNCIL
A. By-law No. 2022-028 Being a by-law to confirm all actions of Council
18. ADJOURNMENT
Elgin County OPP 2021 Annual Report
“Committed to public safety, delivering proactive and innovative policing in partnership with our communities”
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Elgin Group
Police Services Board
Chair: Sally Martyn Ida McCallum Trudy Kanellis Dan Froese Dave Jenkins CAO: Julie Gonyou
Detachment Commander
Our Elgin Group Police Services Board is extremely appreciative of how responsive our members have been responding to traffic complaints and all of the diverse calls for service within Elgin County. According to Chair Sally Martyn “As chair of the Police Services Board, I would like to offer praise for all the hard work every member of our
detachment has done including the listening and responding to local concerns and
complaints. Also, I would offer a special thank you to Mike Butler for his great work and support as the acting Detachment Commander. He is a wonderful, caring person to work with. Finally, I want to welcome our new Detachment Commander, Mark Loucas, and praise him for how quickly and effectively he took command
demonstrating a strong commitment to keeping Elgin’s OPP a compassionate,
supportive and effective force.” Sincerely, Sally Martyn
Board Chair
I am very pleased to be your Detachment Commander and on behalf of each of you, the dedicated officers and staff of the Elgin OPP Detachment, it gives
me great pleasure to present the 2021 Annual Report. This report will
showcase the high level of commitment that the Elgin County OPP has brought to all municipalities within Elgin County.
Elgin officers and administrative staff have worked in partnership with several stakeholders, partners, community groups, and services throughout
the year. The continuance of the COVID-19 pandemic created several
challenges which caused us to reflect and adjust how we conducted daily operations. We will continue to proactively work through the changes associated with the pandemic and I look forward to the completion of the amalgamation between Chatham-Kent and Elgin Detachments. The
amalgamation will further strengthen our detachments and the availability
of resources and equipment. In 2021, our policing priorities outlined in our 2020-2022 Detachment Action Plan created a focus towards crime prevention, increased traffic and public safety on our roadways, waterways, and trails, and enhanced relationships with our municipalities, policing partners, and local
community supports/resources.
Inspector Mark Loucas
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Elgin County OPP Detachment staffing numbers remain unchanged in 2021. Results from the Provincial Service Delivery Model are extremely positive and will result in increased staffing for our detachment. The final results will be shared once they are officially released.
Community Mobilization
Engagement Regional Analyst
Court Services /
Security Officers Domestic Violence Coordinator
Community Safety
Officer Street Crime Unit (3)
Civilian Administrative
Assistants Detective Constables (4)
Detachment Sergeant Detective Sergeant
Traffic Management (3)
Emergency Response Team
(2)
Patrol Constables (28)
Patrol Sergeants (4)
Auxiliary Unit (12)
Elgin County CAO
ELGIN COUNTY OPP
Police Service Board
Inspector
Detachment Commander
Staff Sergeant
Detachment Manager
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Elgin County Auxiliary Unit 2021 Year in Review
The Elgin Auxiliary Unit currently has a complement of 14 members. Since March 16, 2020, the majority of members within the OPP Auxiliary Program have been stood down from active duty, while the organization addressed COVID-19 restrictions. On June 8, 2020, the Auxiliary program began implementing a three-phased approach for its members to begin returning to active duty. Due to the resurgence of COVID 19 member’s attendance and assistance was limited.
2021 Patrol
Hours
Major Event
Hours Community Event Hours Training Hours Admin
Hours Totals
Total 191.5 15.75 185.3 107 621
(File Photo)
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2020 - 2022 Action Plan
Our Annual Business Plan has been changed to a three-year Action Plan to coincide with the new OPP three-year Strategic Plan. Our 2020 - 2022 Action Plan priorities as identified with community and Police Service Board consultation are:
1. Crime
- To prevent and investigate property crime. - Continued support and engagement in the intelligence-led policing-crime abatement strategy. (ILP-CAS). - Work in collaboration with local community resources/groups to facilitate a trusted and victim-
centered approach in our processes, policies, and programs. 2. Traffic - Concentrating on “The Big Four” causal factors of fatal, personal injury, and property damage collisions which include: impaired driving, speeding/aggressive driving, inattentive/distracted driving, and seat belt use.
- To sustain a continuous and year-round focus on the causal factors of motorized vehicle collisions
on our roadways, waterways, and trails. 3. Other - Streamline collision reporting through the implementation of a Detachment Collision Reporting Centre (CRC).
- Identify and implement co-response options such as our Mental Crisis Response Team (MCRT) for
non-police-related demands for service.
- Develop and finalize a transfer of care protocol with the St. Thomas Elgin General Hospital (STEGH).
Crime Management Plan
Elgin County Detachment has a comprehensive Crime Management Plan that is administered through
the leadership of Regional Detective Sergeant Victoria Loucks. The Crime Unit includes four detectives assigned to major case investigations and three detectives assigned to the Community Street Crimes Unit (CSCU). The CSCU is responsible for investigating property crimes and drug investigations. The Domestic Violence Investigator position has been bundled with the Community Mobilization and Engagement Officer and is supervised by the Detachment Sergeant.
The Crime Unit is responsible for oversight and investigation of all serious crimes that occur in our detachment area. The foundation of the plan supports the OPP Results Driven Policing methodology and focuses on public safety through crime prevention and investigative excellence.
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Traffic Management Strategy
Elgin County Detachment has developed a Traffic Management Strategy with a goal of reducing motor vehicle collisions, specifically those that result in injury and death. Our focus in 2021 continued to be enforcement and education around aggressive driving, impaired driving, seat belt use, and distracted
driving. These four driving habits are within complete control of the driver and together can have the
largest impact on road safety. Elgin County Detachment continues to employ a Traffic Management Unit (TMU) responsible for enhanced traffic enforcement within Elgin County. Our TMU is dedicated to responding to community-identified traffic issues as well as issues identified through analysis by our Regional Analyst and the Focused Patrol Program.
Community Policing Committees
Elgin County OPP is very fortunate to have a strong, well-established network of Community Policing Committees to represent the municipalities we serve. We work in partnership with our committees to identify and resolve issues of crime and traffic concerns that are identified by the
community. Additionally, our committee members volunteer countless hours of their time to support many community initiatives; particularly those that assist children, the elderly, and vulnerable groups. Elgin County has seven Community Policing Committees located in West Elgin, Southwold, Dutton- Dunwich, Port Stanley, Belmont, Malahide, and Bayham. Elgin County OPP is very appreciative of the
hard work all of our committees do to support their community and the OPP. Although hampered by the COVID-19 pandemic, we continue to work with our committees using the Ontario Mobilization & Engagement Model of Community Policing. Additionally, all of our committees are now using the model as a guide to assist them in setting priorities and objectives.
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Community Mobilization and Engagement
What is Community Mobilization and Engagement?
Elgin County OPP follows Ontario's Community Mobilization and Engagement Model of Community
Policing. Prevention and early intervention by collaboratively working with community partners have proven effective in providing the greatest impact and lasting solutions for crime reduction and preventing victimization. Building strong relationships with community residents and stakeholders remains an effective and efficient method of preventing crime and increasing the quality of life for the residents of Elgin County.
This fairly new approach allows for more flexibility in addressing policing needs and priorities at the local level, by involving community residents in efforts to improve the overall quality of life in their communities. Community mobilization and engagement also allow for a fundamental shift in police work from the traditional response to calls for service towards a more holistic approach that builds upon localized community capacity to address the risk factors associated with crime and victimization.
The goal of engaging the community is to move from police-led initiatives to community-led initiatives that contribute to the safety of all.
As the Community Mobilization and Engagement, Mental Health and Abuse Issues Coordinator,
Constable Carlson has worked closely with community members, community stakeholders, businesses, and community groups to develop innovative responses and solutions to crime and social disorder. Taking part in numerous committees and collaborations such as the Elgin County Situation Table (co-chair), SAFE Communities (Co-chair), Elgin Alliance to End Violence Against Women, Elgin
Elder Abuse Committee, and the Elgin County Drug Strategy Committee, Constable Carlson has
relied upon his 31 years of diverse policing experiences from across Ontario to provide the policing perspective to the multitude of committees and groups that he is part of.
Working closely with the 2SLGBTQQIA community, Constable Carlson has worked to foster trust while breaking down barriers by recognizing diversity, and the responsibility of the OPP to work towards creating a safe and accepting environment for persons of all gender identities, expressions, and sexual orientations.
The following Community Mobilization Projects remain a priority for Elgin County OPP:
• Elgin Community Drug and Alcohol Strategy Development
• Elder Abuse Prevention
• Mental Health and Crisis Response Team
• Police and Hospital Transition Framework
• Senior Frauds/Scams • Rapid Response Working Group – Alzheimer’s Society
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Elgin County Drug and Alcohol Strategy
Based on community concerns, in 2018 the Elgin Situation Table identified a need for a comprehensive drug and alcohol strategy within our community. A dedicated workgroup/task force was formed with the primary focus of developing a collaborative plan
based on a “Four Pillars” approach of prevention, treatment, harm
reduction, and justice. The mission: Create, implement, and evaluate a comprehensive drug and alcohol strategy that meets the needs of our community based on the pillars of prevention, treatment, harm reduction, and justice. The vision: A safe and
healthy Community in Elgin County without the negative impacts of
drugs and alcohol. The workgroup has worked hard to continue to develop a community-based Drug and Alcohol Strategy, while navigating the challenges of the pandemic.
Community Safety Officer / Media Officer
Constable Norm Kelso was identified as our Community Safety Officer (CSO) and media officer in
2021 and has continued to achieve successes with strengthening connections with community
stakeholders, schools, and media partners.
P/C Kelso delivering hand-made hats for the Elgin County Youth Shelter.
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MEDIA
P/C Kelso has continued to work with our media partners within the County and surrounding area which has facilitated greater messaging for our communities regarding public safety, crime trends, and traffic issues.
P/C Kelso often provides reporting on regional issues for mainstream media at the request of
West Region Headquarters. Social media continues to be a priority for P/C Kelso which enables our communities to be instantly connected to investigations and police activities within their specific communities.
COMMUNITY
SPECIAL PROJECTS
ATV Patrols
Marine Patrols
Enhanced visibility on our roadways, waterways, and trails remains a priority for Elgin County OPP
members.
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ATV Patrols
In recent years, Elgin County has experienced growth in rural trail usage with the establishment of the
Talbot Trail ATV Club (TTAC). The TTAC have worked with several private property owners to establish over 100 kms of well-maintained ATV trails within Elgin County. As a result, ATV patrols along our county trails in response to community concerns has resulted in positive, community feedback regarding the enhanced OPP visibility and enforcement along our county trails.
Marine Unit
Elgin County OPP marine members recorded over 186 hours of patrol during the 2021 season while responding to 48 calls for service. The marine unit is responsible for approximately 450 square kilometers of Lake Erie and covers approximately 100 kms of shoreline along the north shore of the Lake. Enhanced
visibility along Lake Erie remains a priority for our marine operators to ensure the safety of community residents, swimmers, and boaters who enjoy our popular beaches including Port Glasgow, Port Stanley, Port Bruce, and Port Burwell.
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Community Street Crimes Unit
Our Elgin/Middlesex Community Street Crimes Unit (CSCU) has been extremely successful in 2021. The CSCU investigated 181 occurrences, executed 131 judicial warrants, charged 197
persons, and laid 1024 charges. CSCU investigations required countless hours of
investigative expertise from our members to maintain the safety and security of our community residents and business owners. Dump/Utility Trailer Investigation – In January of 2021, Elgin/Middlesex CSCU commenced an investigation into the theft, re-vin and sale of dump/utility trailers. The accused stole trailers, altered VINs, re-registered trailers at MTO, then sold them as licensed trailers. Trailers were often registered to stolen IDs. The accused party was arrested in January 2021, and a Criminal Code Section 487 Search Warrant
executed on his residence. Multiple IDs were recovered as well a laptop which linked to the accused to the creation of fraudulent ‘sales receipts’ for registering ‘new’ trailers. Sixteen trailers were recovered, valuing approximately $150,000. Five people were arrested and charged in relation to this investigation.
Drugs/Weapons/Counterfeit Currency –In April of 2021, Elgin/Middlesex CSCU commenced an
investigation following a traffic stop of a suspended driver. A CDSA Section 11 Search Warrant was authored and granted for the residence of the accused. The search of the residence resulted in further charges for weapons and counterfeit money. A meth lab was
discovered in the basement and dismantled by Elgin/Middlesex CSCU.
On April 18, 2021, a traffic stop was conducted by Middlesex frontline for an unattached plate. After conducting a Liquor Licence Act search, officers located a small amount of methamphetamine. Both occupants were arrested for CDSA 4(1). Officers continued searching the vehicle and came across
suspicious items in the trunk that were believed to be utilized for the production of methamphetamine.
Elgin/Middlesex CSCU were contacted and immediately attended the scene and continued the search, locating more items indicative of methamphetamine production as well as counterfeit currency. CSCU members formulated grounds to further the investigation and authored a CDSA Sec.11 Search Warrant for the residence. Police located a small methamphetamine lab as well as an office set up for producing
counterfeit money and credit cards. Numerous items were seized including methamphetamine precursors,
lab equipment, fraudulent identity documents, over $6000 of counterfeit USD money, stolen credit cards, several unregistered and prohibited firearms including a sawed-off shotgun and sawed-off rifle readily accessible with ammunition, brass knuckles, two altered batons, instruments used for encoding fraudulent credit cards, and 24 grams of finished methamphetamine. Three people were charged with a total of 42
offences.
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Cocaine Trafficking – Elgin/Middlesex CSCU commenced an investigation in August of 2021, following information that a suspect was trafficking large quantities of cocaine.
Elgin/Middlesex CSCU conducted consistent surveillance and a TDR/Tracking warrant was granted to aid in the investigation. A CDSA Section 11 Search Warrant was obtained in November 2021, for two separate residences associated to the suspect. The search of the residences was conducted by members of the Emergency Response Team (ERT) and Elgin/Middlesex CSCU, resulting in the seizure of 2012 grams of Cocaine, 574 grams of Psilocybin, 251 pills of Oxycodone, 9 firearms, and over $100,000 in Canadian currency.
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All Calls for Service 2016-2021
All Calls for Service by Zone
10711
13630 14095 14843
12447
14853
0
2000
4000
6000
8000
10000
12000
14000
16000
2016 2017 2018 2019 2020 2021# of OccurrencesYear
ALL CFS YEARLY TREND
(ALL OFFENCE LEVELS)
27118
8794 8609 7708 7377 6925 5253 4131 2219 1375 432 416 189 330
5000
10000
15000
20000
25000
30000
# of OccurrencesZones
ALL CFS BY ZONE
(ALL OFFENCE LEVELS)
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Traffic Safety
The safety of motorists on Elgin County roads has always remained a priority for Elgin Detachment.
Our Traffic Management Team (TMU) is dedicated to enforcement and response to traffic complaints within the County.
Elgin County OPP Officers conducted 219 static RIDE checks in 2021, including RIDE initiatives performed and funded through our RIDE Grant Funding Stream. For 2021, Elgin County was awarded $13,243 for RIDE checks, with all of the funds used to support RIDE checks throughout Elgin County.
We have seen a significant increase in motor vehicle collisions in Elgin County. In 2020, our total collisions amounted to 782 for the year. In 2021, with easing COVID restrictions, our total collisions have increased to 895. Although our total collisions have increased, we are still below the 914 pre-pandemic collisions reported in 2019. We will continue to use statistical analysis and focus on targeted enforcement of Impaired Driving, Aggressive Driving, Seat Belt Use, and Distracted
Driving to attempt to bring the total crashes down. These four factors can often be the difference between a minor crash with no injuries and a major crash resulting in injuries or death. Below are the comparison tables outlining collision statistics in Elgin County between 2021 – 2021.
Motor Vehicle Collisions by Type:
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Fatalities in Detachment Area:
Total Collisions by Month
Total Collisions by Primary Cause
78 80
61 48 59 65 71 70 59
88
125
91
0
20
40
60
80
100
120
140
Total Collisions by Month
383
96 72 66 47 32 25 24 23 21 18 14 13 12 12 10 7 6 6 6 1050100150200250300350400450
Total Collisions by Primary Cause
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Crime Prevention
Throughout 2021, Elgin County Detachment continued our commitment to crime prevention. A large component of this goal is the pro-active education provided through media outlets, increased officer visibility, and adherence to the principles of Intelligence Led Policing. Using analytics from the Regional Analyst we identify areas of concern and assign officers to specific focused patrols related to
crime and traffic trends. The creation of our Community Street Crimes Unit in conjunction with the expertise provided by our Crime Unit has increased the effectiveness of our investigations and provided targeted enforcement.
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London-Elgin-Middlesex Crime Stoppers
Elgin County OPP continues to support the London-Elgin-Middlesex Crime Stoppers Program. This program has been very successful in 2021, resulting in over $177,668 in recovered assets and currency.
Statistic Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Tips Received 98 97 178 145 165 141 106 150 184 128 128 99 Tip Follow-ups 70 74 146 78 155 131 98 101 85 93 102 81 Arrests 4 4 8 1 0 1 1 3 1 2 2 0 Cases Cleared 3 4 12 1 0 1 1 2 1 1 3 0 Charges Laid 15 6 13 3 0 0 0 4 13 5 3 0
Fugitives 0 0 0 0 0 0 0 0 0 0 0 0 Administrative Discipline 0 0 0 0 0 0 0 0 0 0 0 0 # of Rewards Approved 0 6 2 10 1 0 1 1 5 1 2 3 Rewards Approved $0 $1,311 $350 $1,625 $128 $0 $53 $90 $348 $158 $244 $173 # of Rewards Paid 0 0 0 1 1 0 0 0 0 0 0 0 Rewards Paid $0 $0 $0 $50 $75 $0 $0 $0 $0 $0 $0 $0 # of Weapons Recovered 4 0 6 2 0 0 0 0 1 0 0 0 # of Vehicles Recovered 1 0 0 1 0 0 0 0 0 0 0 0 Property Recovered $2,000 $0 $0 $35,000 $0 $0 $0 $0 $0 $0 $500 $0 Cash Recovered $0 $0 $12,553 $0 $0 $0 $0 $0 $0 $3,000 $0 $0 Drugs Seized $4,500 $1,200 $115,400 $0 $0 $0 $0 $0 $500 $3,015 $0 $0 Total Recovered $6,500 $1,200 $127,953 $35,000 $0 $0 $0 $0 $500 $6,015 $500 $0
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Statistic Q1 Q2 Q3 Q4 YTD Tips Received 373 451 440 355 1,619 Tip Follow-ups 290 364 284 276 1,214 Arrests 16 2 5 4 27 Cases Cleared 19 2 4 4 29 Charges Laid 34 3 17 8 62
Fugitives 0 0 0 0 0 Administrative Discipline 0 0 0 0 0 # of Rewards Approved 8 11 7 6 32 Rewards Approved $1,661 $1,753 $491 $574 $4,478 # of Rewards Paid 0 2 0 0 2 Rewards Paid $0 $125 $0 $0 $125 # of Weapons Recovered 10 2 1 0 13 # of Vehicles Recovered 1 1 0 0 2 Property Recovered $2,000 $35,000 $0 $500 $37,500 Cash Recovered $12,553 $0 $0 $3,000 $15,553 Drugs Seized $121,100 $0 $500 $3,015 $124,615
Total Recovered $135,653 $35,000 $500 $6,515 $177,668
Elgin Group Annual Billing Report
The average 2022 municipal policing cost per property (for municipalities billed applying the OPP
Billing Model) across the province (including the cost of all contract enhancements) is $354.80, a
decrease of $0.26. The total estimated cost recovery is up by $5.9M or 1.4%. The 2022 Estimate of Base Services cost per property is a record low at $172.07. The trend of year over year increased Calls for Service workload allocation continues. The 2022 Base Services vs. Calls
for Service workload allocation split is 51.3% : 48.7% (2021 - 53.1% : 46.9%).
The total 2020 reconciled costs recovered under the billing model were slightly lower than estimated, a 0.2% reduction, while the total 2020 reconciled Base and Calls for Service costs were slightly higher than estimated, up 0.8% due to cost increases in benefits (WSIB, pensions, and termination pay).
Overall, overtime cost increased slightly compared to estimated, up 0.6%. Court security and prisoner
transportation costs were less than estimated by 20% and 37% respectively. Contract enhancements were 13% less than estimated.
Elgin County OPP remain committed to the efficient implementation of cost effective policing and have implemented a number of strategies to reduce the use of overtime, including the creation of overlap shifts from 2:00 pm to 2:00 am, and noon to midnight shifts to match peak time frames for calls for service. In addition, there are target staffing policies that govern when officers are called in to work on overtime.
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All Calls for Service by Hour of Day Trend
Elgin Group Revenue Report
The chart below outlines the revenue collected on behalf of the municipality for services provided
through criminal records checks completed by Elgin Detachment in 2021.
3382442261321121152044147168621034106210381148115012058527056636285805444923890
200
400
600
800
1000
1200
1400
0 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23# of OccurrencesHour of Day
ALL CFS HOUR OF DAY TREND
(ALL OFFENCE LEVELS)
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R.I.D.E. Grant
Each year, Elgin County OPP completes an application for a RIDE Grant through Mothers Against
Drinking and Driving. In 2021, Elgin OPP received $13,243 to fund police officers at RIDE checks throughout the County, with the bulk of those checks occurring during the Festive RIDE Season. We are very proud and appreciative to be partners with Mothers Against Drinking and Driving in
the fight to keep impaired drivers off our roadways.
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Elgin County OPP Supports our Members and the Communities We Police
Port Burwell Public School “Build a Boat” Project
Elgin County OPP Supports Community Initiatives
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Elgin OPP/Aylmer Police
MCRT Partnership
Elgin County Detachment
Awards/Recognition Presentations
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Elgin County OPP, 42696 John Wise Line, RR#5 St Thomas, ON. N5P 3S9 EMERGENCY CALL 911
THE CORPORATION OF THE MUNICIPALITY OF BAYHAM
COUNCIL MEETING MINUTES
MUNICIPAL OFFICE
56169 Heritage Line, Straffordville, ON
Council Chambers – Held Virtually
Thursday, March 17, 2022
7:00 p.m.
The March 17, 2022 Council Meeting was held virtually via Zoom and livestreamed on
YouTube.
PRESENT:
MAYOR ED KETCHABAW
DEPUTY MAYOR RAINEY WEISLER
COUNCILLORS C. VALERIE DONNELL
DAN FROESE
SUSAN CHILCOTT
STAFF PRESENT:
CAO|CLERK THOMAS THAYER
DEPUTY CLERK MEAGAN ELLIOTT
DEPUTY CLERK|PLANNING COORDINATOR MARGARET UNDERHILL
FIRE CHIEF|BYLAW ENFORCEMENT OFFICER HARRY BARANIK
MANAGER OF CAPITAL PROJECTS|
WATER/WASTEWATER ED ROLOSON
MANAGER OF PUBLIC WORKS STEVE ADAMS
1. CALL TO ORDER
Mayor Ketchabaw called the meeting to order at 7:00 p.m.
2. DISCLOSURES OF PECUNIARY INTEREST & THE GENERAL NATURE THEREOF
No disclosures of pecuniary interest were declared.
3. REVIEW OF ITEMS NOT LISTED ON AGENDA
4. ANNOUNCEMENTS
Councillor Chilcott announced there is an Easter Egg Hunt being held on April 15, 2022 at 10:00
a.m. sharp at the Straffordville Community Park. This event is being hosted by the Straffordville
Hall Foundation and the Straffordville Community Committee.
Deputy Mayor Weisler announced that Elgin-Middlesex-London PC Candidate Rob Flack will be
doing a meet-and-greet on Saturday, April 2, 2022 from 10:00 a.m. to 11:00 a.m. at the
Periscope Playhouse in Port Burwell. Anyone is welcome to attend.
Mayor Ketchabaw confirmed the date of the Candidate Information Session being hosted by
Aylmer, Malahide and Bayham. This will take place at the Elgin Community Complex on
Wednesday, April 27, 2022 from 7:00 p.m. to 9:00 p.m.
Mayor Ketchabaw announced there is a Municipal Leadership event at the Periscope Playhouse
on Saturday, April 9, 2022 from 1:30 p.m. to 4:30 p.m.
2022 Council Minutes March 17, 2022
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5. DELEGATIONS
6. ADOPTION OF MINUTES OF PREVIOUS MEETING(S)
A. Regular Council Meeting held March 3, 2022
Moved by: Deputy Mayor Weisler
Seconded by: Councillor Chilcott
THAT the minutes of the Council Meeting held March 3, 2022 be adopted.
Recorded vote:
Member of Council YES NO
Councillor C. Valerie Donnell x
Councillor Dan Froese x
Councillor Susan Chilcott x
Deputy Mayor Rainey Weisler x
Mayor Ed Ketchabaw x
CARRIED
7. OPEN FORUM
8. MOTIONS AND NOTICE OF MOTION
A. Councillor Chilcott re Port Burwell Boardwalk
Moved by: Councillor Chilcott
Seconded by: Councillor Froese
WHEREAS the Department of Fisheries and Oceans (DFO) is a federal institution
responsible for safeguarding water and managing Canada’s fisheries and oceans
resources;
AND WHEREAS the Port Burwell Boardwalk was a DFO asset located and accessed
over Provincial lands owned by the Ministry of Natural Resources;
AND WHEREAS the Port Burwell Boardwalk had fallen into a state of disrepair, requiring
evaluation from the DFO;
AND WHEREAS in February 2022, the DFO proceeded to remove the Port Burwell
Boardwalk;
AND WHEREAS concern has arisen from residents of the Bayham community regarding
the removal of the Port Burwell Boardwalk;
THEREFORE BE IT RESOLVED THAT the Council of the Municipality of Bayham
respectfully requests that a replacement for the Port Burwell Boardwalk be considered
by the Department of Fisheries and Oceans as a passive recreational amenity for
residents and visitors to Bayham;
2022 Council Minutes March 17, 2022
3
AND THAT correspondence identifying the request be sent to the appropriate Minister
and the Member of Parliament (MP) on the matter.
Recorded vote:
Member of Council YES NO
Councillor C. Valerie Donnell x
Councillor Dan Froese x
Councillor Susan Chilcott x
Deputy Mayor Rainey Weisler x
Mayor Ed Ketchabaw x
CARRIED
9. RECREATION, CULTURE, TOURISM AND ECONOMIC DEVELOPMENT
9.1 Correspondence
9.1.1 Receive for Information
9.1.2 Requiring Action
9.2 Reports to Council
10. PHYSICAL SERVICES – EMERGENCY SERVICES
10.1 Correspondence
10.1.1 Receive for Information
10.1.2 Requiring Action
10.2 Reports to Council
A. Report PS-05/22 by Ed Roloson, Manager of Capital Projects – Water/Wastewater re
Capital Items PW-10, PW-11 and PW-12 Request for Quotations for the Supply and
Installation of Guardrails
Moved by: Deputy Mayor Weisler
Seconded by: Councillor Donnell
THAT Report PS-05/22 re: Capital Items No. PW-10, PW-11, and PW-12 – Request for
Quotations for the Supply and Installation of Guardrails be received for information;
AND THAT Capital Items No. PW-10, PW-11, and PW-12 be awarded to Royal Fence
Limited as quoted in the total amount of $123,747.00+HST.
Recorded vote:
Member of Council YES NO
Councillor C. Valerie Donnell x
Councillor Dan Froese x
Councillor Susan Chilcott x
Deputy Mayor Rainey Weisler x
2022 Council Minutes March 17, 2022
4
Mayor Ed Ketchabaw x
CARRIED
B. Report FR-05/22 by Harry Baranik, Fire Chief re 2021 Annual Fire and Emergency
Services Report
Moved by: Councillor Donnell
Seconded by: Councillor Chilcott
THAT Report FR-05/22 re 2021 Annual Fire and Emergency Services Report be
received for information.
Recorded vote:
Member of Council YES NO
Councillor C. Valerie Donnell x
Councillor Dan Froese x
Councillor Susan Chilcott x
Deputy Mayor Rainey Weisler x
Mayor Ed Ketchabaw x
CARRIED
The Council Meeting recessed to host a Statutory Planning Public Meeting at 7:33 p.m.
The Council Meeting resumed at 7:36 p.m.
11. DEVELOPMENT SERVICES – SUSTAINABILITY AND CONSERVATION
11.1 Correspondence
11.1.1 Receive for Information
A. Long Point Region Conservation Authority re 2021 Annual Report
B. Notice of Passing of Zoning Amendment Application ZBA-01/22 Community of Christ –
Corinth Congregation
Moved by: Deputy Mayor Weisler
Seconded by: Councillor Chilcott
THAT correspondence items 11.1.1 A & B be received for information.
Recorded vote:
Member of Council YES NO
Councillor C. Valerie Donnell x
Councillor Dan Froese x
Councillor Susan Chilcott x
Deputy Mayor Rainey Weisler x
2022 Council Minutes March 17, 2022
5
Mayor Ed Ketchabaw x
CARRIED
11.1.2 Requiring Action
11.2 Reports to Council
A. Report DS-11/22 by Margaret Underhill, Planning Coordinator/Deputy Clerk re
Temporary Use and Demolition Agreement – Schep, 13377 Bayham Drive
Moved by: Councillor Donnell
Seconded by: Councillor Chilcott
THAT Report DS-11/22 re Schep Temporary Use and Demolition Agreement be received
for information;
AND THAT By-law No. 2022-019 being a by-law to authorize an Agreement between
Teunis Jacob Schep and The Corporation of the Municipality of Bayham be presented for
enactment.
Recorded vote:
Member of Council YES NO
Councillor C. Valerie Donnell x
Councillor Dan Froese x
Councillor Susan Chilcott x
Deputy Mayor Rainey Weisler x
Mayor Ed Ketchabaw x
CARRIED
12. FINANCE AND ADMINISTRATION
12.1 Correspondence
12.1.1 Receive for Information
A. Straffordville Hall Foundation & Straffordville Community Committee re 2022 Easter Egg
Hunt
B. Municipal Engineers Association re 2022 Bursary Awards Program
C. Elgin Group Police Services Board re Secretary-Administrator Appointment
D. AHI and TDMH re New President and CEO Announcement
E. County of Elgin re March 8, 2022 Council Highlights
F. Town of Bracebridge re Hospital Capital Funding
G. Woolwich Township re Mental Health Supports
2022 Council Minutes March 17, 2022
6
H. Various Municipalities re Dissolve Ontario Land Tribunal
Moved by: Councillor Donnell
Seconded by: Councillor Froese
THAT correspondence items 12.1.1 A-H be received for information.
Recorded vote:
Member of Council YES NO
Councillor C. Valerie Donnell x
Councillor Dan Froese x
Councillor Susan Chilcott x
Deputy Mayor Rainey Weisler x
Mayor Ed Ketchabaw x
CARRIED
12.1.2 Requiring Action
A. Jodi and Wayne Thibodeau re Hybrid Council Meetings
Moved by: Councillor Froese
Seconded by: Councillor Donnell
THAT correspondence from Jodi and Wayne Thibodeau re Hybrid Council Meetings be
received for information.
Recorded vote:
Member of Council YES NO
Councillor C. Valerie Donnell x
Councillor Dan Froese x
Councillor Susan Chilcott x
Deputy Mayor Rainey Weisler x
Mayor Ed Ketchabaw x
CARRIED
12.2 Reports to Council
A. Report CL-07/22 by Meagan Elliott, Deputy Clerk re 2022 Municipal Election Information
Moved by: Councillor Donnell
Seconded by: Councillor Froese
THAT Report CL-07/22 re 2022 Municipal Election Information be received for
information;
THAT Council approve paper based, traditional ballot, vote anywhere, live voters list as
the method of vote for the 2022 Municipal Election;
2022 Council Minutes March 17, 2022
7
THAT the Use of Corporate Resources for Election Purposes Policy be adopted as
presented;
AND THAT the appropriate by-laws be brought forward for Council’s consideration.
Recorded vote:
Member of Council YES NO
Councillor C. Valerie Donnell x
Councillor Dan Froese x
Councillor Susan Chilcott x
Deputy Mayor Rainey Weisler x
Mayor Ed Ketchabaw x
CARRIED
B. Report CL-08/22 by Meagan Elliott, Deputy Clerk re Pregnancy and Parental Leave
Policy – Council
Moved by: Councillor Chilcott
Seconded by: Councillor Donnell
THAT Report CL-08/22 re Pregnancy and Parental Leave Policy – Council be received
for information;
THAT the Council Pregnancy & Parental Leave Policy be adopted as presented;
AND THAT the appropriate by-law be brought forward for Council’s consideration.
Recorded vote:
Member of Council YES NO
Councillor C. Valerie Donnell x
Councillor Dan Froese x
Councillor Susan Chilcott x
Deputy Mayor Rainey Weisler x
Mayor Ed Ketchabaw x
CARRIED
C. Report CAO-10/22 by Thomas Thayer, CAO|Clerk re Municipal and Straffordville
Community Centre COVID-19 Reopening
Moved by: Councillor Froese
Seconded by: Councillor Chilcott
THAT Report CAO-10/22 re Municipal and Straffordville Community Centre COVID-19
Reopening be received for information.
2022 Council Minutes March 17, 2022
8
THAT the Face Covering Policy and COVID-19 Vaccination Verification Policy be
repealed effective March 21, 2022;
AND THAT the Straffordville Community Centre reopen for public rental effective April 4,
2022.
Recorded vote:
Member of Council YES NO
Councillor C. Valerie Donnell x
Councillor Dan Froese x
Councillor Susan Chilcott x
Deputy Mayor Rainey Weisler x
Mayor Ed Ketchabaw x
CARRIED
D. Report CAO-11/22 by Thomas Thayer, CAO|Clerk re Ontario Trillium Foundation –
Resilient Communities Fund
Moved by: Councillor Donnell
Seconded by: Deputy Mayor Weisler
THAT Report CAO-11/22 re Ontario Trillium Foundation – Resilient Communities Fund
be received for information;
AND THAT staff be directed to submit an application to the Ontario Trillium Foundation –
Resilient Communities Fund for a new website solution for the Municipality of Bayham.
Recorded vote:
Member of Council YES NO
Councillor C. Valerie Donnell x
Councillor Dan Froese x
Councillor Susan Chilcott x
Deputy Mayor Rainey Weisler x
Mayor Ed Ketchabaw x
CARRIED
13. BY-LAWS
A. By-law No. 2022-019 Being a by-law to authorize the execution of a temporary use
and demolition agreement between Teunis Jacob Schep and the Corporation of the
Municipality of Bayham
B. By-law No. 2022-020 Being a by-law to authorize the execution of an agreement
between the Corporation of the Municipality of Bayham and Hillenaar Consulting Inc.
(Paul Hillenaar)
2022 Council Minutes March 17, 2022
9
C. By law No. 2022-021 Being a by-law to amend by-law 2022-011 being a by-law to
appoint municipal officers and employees for the Municipality of Bayham
D. By law No. 2022-023 Being a by-law to adopt a use of corporate resources for election
purposes policy
E. By law No. 2022-024 Being a by-law to delegate certain responsibilities through the
restricted acts of Council known as “Lame Duck” period for 2022
F. By law No. 2022-025 Being a by-law to adopt a Council pregnancy & parental leave
policy
Moved by: Deputy Mayor Weisler
Seconded by: Councillor Donnell
THAT By-law No. 2022-019, 2022-020, 2022-021, 2022-023, 2022-024 and 2022-025
read a first, second and third time and finally passed.
Recorded vote:
Member of Council YES NO
Councillor C. Valerie Donnell x
Councillor Dan Froese x
Councillor Susan Chilcott x
Deputy Mayor Rainey Weisler x
Mayor Ed Ketchabaw x
CARRIED
14. UNFINISHED BUSINESS
15. OTHER BUSINESS
15.1 In Camera
A. Confidential Verbal Item re litigation or potential litigation, including matters before
administrative tribunals, affecting the municipality or local board (Gas Tax Properties)
Moved by: Councillor Chilcott
Seconded by: Councillor Donnell
THAT the Council do now rise to enter into an “In Camera” Session at 8:24 p.m. to
discuss:
A. Confidential Verbal Item re litigation or potential litigation, including matters before
administrative tribunals, affecting the municipality or local board (Gas Tax Properties)
Recorded vote:
Member of Council YES NO
Councillor C. Valerie Donnell x
2022 Council Minutes March 17, 2022
10
Councillor Dan Froese x
Councillor Susan Chilcott x
Deputy Mayor Rainey Weisler x
Mayor Ed Ketchabaw x
CARRIED
15.2 Out of Camera
Moved by: Deputy Mayor Weisler
Seconded by: Councillor Chilcott
THAT the Council do now rise from the “In Camera” session at 8:30 p.m. and report on
Confidential Verbal Item re litigation or potential litigation, including matters before
administrative tribunals, affecting the municipality or local board (Gas Tax Properties)
Recorded vote:
Member of Council YES NO
Councillor C. Valerie Donnell x
Councillor Dan Froese x
Councillor Susan Chilcott x
Deputy Mayor Rainey Weisler x
Mayor Ed Ketchabaw x
CARRIED
Moved by: Deputy Mayor Weisler
Seconded by: Councillor Donnell
THAT Confidential Verbal Item re litigation or potential litigation, including matters before
administrative tribunals, affecting the municipality or local board (Gas Tax Properties) be
received for information;
AND THAT staff proceed as directed.
Recorded vote:
Member of Council YES NO
Councillor C. Valerie Donnell x
Councillor Dan Froese x
Councillor Susan Chilcott x
Deputy Mayor Rainey Weisler x
Mayor Ed Ketchabaw x
CARRIED
16. BY-LAW TO CONFIRM THE PROCEEDINGS OF COUNCIL
A. By-law No. 2022-026 Being a by-law to confirm all actions of Council
2022 Council Minutes March 17, 2022
11
Moved by: Deputy Mayor Weisler
Seconded by: Councillor Donnell
THAT Confirming By-law No. 2022-026 be read a first, second and third time and finally
passed
Recorded vote:
Member of Council YES NO
Councillor C. Valerie Donnell x
Councillor Dan Froese x
Councillor Susan Chilcott x
Deputy Mayor Rainey Weisler x
Mayor Ed Ketchabaw x
CARRIED
17. ADJOURNMENT
Moved by: Councillor Donnell
Seconded by: Councillor Froese
THAT the Council meeting be adjourned at 8:32 p.m.
Recorded vote:
Member of Council YES NO
Councillor C. Valerie Donnell x
Councillor Dan Froese x
Councillor Susan Chilcott x
Deputy Mayor Rainey Weisler x
Mayor Ed Ketchabaw x
CARRIED
MAYOR CLERK
THE CORPORATION OF THE MUNICIPALITY OF BAYHAM
STATUTORY PLANNING MEETING MINUTES
MUNICIPAL OFFICE
56169 Heritage Line, Straffordville, ON
Council Chambers – Held Virtually
Thursday, March 17, 2022
7:30 p.m.
A. Wilhem and Agatha Hildebrandt – 55881 Light Line
The March 17, 2022 Statutory Planning Meeting was held virtually via Zoom and
livestreamed on YouTube.
PRESENT:
MAYOR ED KETCHABAW
DEPUTY MAYOR RAINEY WEISLER
COUNCILLORS C. VALERIE DONNELL
DAN FROESE
SUSAN CHILCOTT
STAFF PRESENT:
CAO|CLERK THOMAS THAYER
DEPUTY CLERK MEAGAN ELLIOTT
DEPUTY CLERK|PLANNING COORDINATOR MARGARET UNDERHILL
SIGNED IN ATTENDEES: WILL HILDEBRANDT
1. CALL TO ORDER
Mayor Ketchabaw called the meeting to order at 7:33 p.m.
2. DISCLOSURES OF PECUNIARY INTEREST & THE GENERAL NATURE THEREOF
No disclosures of pecuniary interest were declared.
3. CHAIRMAN’S REMARKS ON THE PURPOSE OF THE MEETING
The Chairman stated the purpose and effect of the proposed amendment.
4. PURPOSE AND EFFECT OF THE PROPOSED AMENDMENT
A. Zoning Application ZBA-06/22 submitted by Wilhem and Agatha Hildebrandt
THE PURPOSE of this By-law is an amendment to change the zoning regulations on
an 8.9 ha (22 acre) parcel of land in the Estate Residential (ER) Zone to a site-specific
Estate Residential (ER-xx) Zone, to permit: combined accessory building floor area
maximum of 228 m2 (2,454 ft2) whereas 55 m2 (592 ft2) is the permitted maximum for
personal storage; and, to permit an oversized accessory building for the keeping of
livestock as a hobby farm in an existing accessory building with floor area maximum of
228 m2, in Zoning By-law No. Z456-2003. The subject lands are located on the south
side of Light Line, east of Plank Road, known as 55881 Light Line.
2
Statutory Planning Minutes March 17, 2022
THE EFFECT of this By-law will be to permit a new 177 m2 (1,908 ft2) oversized accessory
building (“workshop”) for personal and vehicle storage in addition to an existing accessory
building with floor area of 50 m2 (540 ft2); and to recognize an existing accessory building
(barn) with floor area of 228 m2 housing no more than 4-6 bulls at any one time.
5. PUBLIC PARTICIPATION
The applicant was present for the meeting but no comments were made.
6. CORRESPONDENCE
Two (2) items of correspondence were received by email. Both items will accompany the staff
report when presented at the April 7, 2022 Regular Meeting of Council.
7. OTHER BUSINESS
No other business.
8. ADJOURNMENT
Moved by: Deputy Mayor Weisler
Seconded by: Councillor Donnell
THAT the Zoning By-law be considered at the regular meeting of April 7, 2022;
AND THAT pursuant to the Planning Act requirements, the Public Meeting for Zoning
Application ZBA-06/22 is now complete at 7:36 p.m.
Recorded vote:
Member of Council YES NO
Councillor C. Valerie Donnell x
Councillor Dan Froese x
Councillor Susan Chilcott x
Deputy Mayor Rainey Weisler x
Mayor Ed Ketchabaw x
CARRIED
MAYOR CLERK
Motion
Pursuant to Section 6.8 of the Municipality of Bayham’s Procedural By-law No. 2022-003, a
Motion or Notice of Motion may be proposed by a Member of Council and included on a
Regular Session Agenda for discussion and Council consideration.
A Motion will require a Seconder prior to consideration.
___________________________________________________________________________
Motion re Large Household Waste Pick-up
Moved by: Mayor Ketchabaw
Seconded by:
WHEREAS, due to excessive cost, the Municipality of Bayham discontinued the large
household waste pick-up event as part of its waste disposal program;
AND WHEREAS the Municipality of Bayham has determined that the more recent past
practice of an annual large household waste drop-off event held at the Public Works Yard is
too expensive and inefficient to Municipal operations and has since discontinued the annual
event;
AND WHEREAS Council received Report PS-05/21, which outlined potential solutions for
large item and hazardous waste disposal in Bayham;
AND WHEREAS Municipal staff continue to collect data in preparation of a Report to Council
on Norfolk County’s large household waste pilot program;
AND WHEREAS the residents of Bayham have expressed a desire for a local solution to
dispose of large household waste;
AND WHEREAS the Municipality of Bayham’s 2021 year-end financial report included a
favourable surplus for the Municipality, which may provide sufficient available resources to
fund a one-time large household waste disposal pick-up event;
THEREFORE BE IT RESOLVED THAT the Council of the Corporation of the Municipality of
Bayham direct staff to investigate and report back on the feasibility of scheduling a one-time-
only large household waste pick-up event for Bayham residents for 2022.
Motion
Pursuant to Section 6.8 of the Municipality of Bayham’s Procedural By-law No. 2022-003, a
Motion or Notice of Motion may be proposed by a Member of Council and included on a
Regular Session Agenda for discussion and Council consideration.
A Motion will require a Seconder prior to consideration.
___________________________________________________________________________
Motion re Basketball Court in the Richmond Community Park
Moved by: Councillor Chilcott
Seconded by:
WHEREAS the Municipality of Bayham oversees and maintains the Richmond Community
Park in the hamlet of Richmond;
AND WHEREAS, in September 2021, Council considered an application to the Ontario Trillium
Foundation – Community Building Fund;
AND WHEREAS, during the above-noted consideration, Council deliberated an application for
a basketball court in the Richmond Community Park and ultimately directed staff to submit an
application for a different project;
AND WHEREAS the Municipality collects payment-in-lieu-of-parkland fees for severed lots
and holds these funds in the Parkland Reserve Fund;
THEREFORE BE IT RESOLVED THAT the Council of the Corporation of the Municipality of
Bayham direct staff to investigate and report back on the costs associated with the
construction of a basketball court in the Richmond Community Park to be funded from the
Parkland Reserve Fund.
Motion
Pursuant to Section 6.8 of the Municipality of Bayham’s Procedural By-law No. 2022-003, a
Motion or Notice of Motion may be proposed by a Member of Council and included on a
Regular Session Agenda for discussion and Council consideration.
A Motion will require a Seconder prior to consideration.
___________________________________________________________________________
Motion re Municipal Accommodation Tax
Moved by: Councillor Donnell
Seconded by:
WHEREAS short-term accommodations and rentals have growth substantially in popularity in
recent years;
AND WHEREAS, in May 2017, the Province enacted Bill 127, Stronger, Healthier Ontario Act,
2017, providing municipalities with an additional mechanism to fund and promote tourism;
AND WHEREAS Bill 127 provides municipalities the authority to levy a transient
accommodation tax (hotel tax);
AND WHEREAS, on December 1, 2017, the Transient Accommodation Regulation 435/17
came into force and effect, outlining provisions for Ontario municipalities to implement a
Municipal Accommodation Tax (MAT);
THEREFORE BE IT RESOLVED THAT the Council of the Corporation of the Municipality of
Bayham direct staff to investigate and report back on the benefits and challenges of
implementing a Municipal Accommodation Tax (MAT) for the Municipality of Bayham.
REPORT
PHYSICAL SERVICES
TO: Mayor & Members of Council
FROM: Ed Roloson, Manager of Capital Projects - Water/Wastewater Operations
DATE: April 7, 2022
REPORT: PS-06/22 SUBJECT: ANNUAL DRINKING WATER INSPECTION REPORTING FOR THE BAYHAM AND
RICHMOND DRINKING WATER SYSTEMS – REPORTING YEAR 2021-2022
BACKGROUND:
The Ministry of Environment, Conservation and Parks (MECP) on an annual basis conducts
rigorous and comprehensive inspections of municipal drinking water systems with the objective of
determining compliance with the requirements under the Safe Drinking Water Act and associated
regulations.
ATTACHMENTS:
1. MECP Drinking Water Inspection Reports for the Bayham & Richmond Drinking Water
Systems.
RECOMMENDATION
1. THAT Report PS-06/22 re: MECP Annual Drinking Water Inspection Reports for the
Bayham and Richmond Drinking Water Systems be received for information.
Respectfully Submitted by: Reviewed by:
_________________________ __________________________
Ed Roloson Thomas Thayer, CMO
Manager of Capital Projects – CAO/Clerk
Water/Wastewater Operations
Page | 1
Ministry of the Environment,
Conservation and Parks
Drinking Water and Environmental
Compliance Division
733 Exeter Rd
London ON N6E 1L3
Tel (519) 873-5000
Fax (519) 873-5020
Ministère de l’Environnement, de la
Protection de la nature et des Parcs
Division de la conformité en matière
d’eau potable et d’environnement
733, rue Exeter
London ON N6E 1L3
Tel (519) 873-5000
Fax (519) 873-5020
File No. EL-BA-HE-540 WW# 260004748
March 2, 2022
The Corporation of the Municipality of Bayham
56169 Heritage Line, PO Box 160
Straffordville, Ontario
N0J 1Y0
Attention: Mr. Thomas Thayer (Chief Administrative Officer/ Clerk)
Re: Municipality of Bayham Distribution (Water Works #260004748)
Inspection conducted on December 22, 2021
The enclosed Drinking Water Inspection Report outlines non-compliance, if any, with Ministry
legislation, and policies for the above noted water system. Violations noted in this report, if any,
have been evaluated based on community risk. These violations will be monitored for compliance
with the minimum standards for drinking water in Ontario as set forth under the Safe Drinking Water
Act and associated regulations. Where risk is deemed to be high and/or compliance is an ongoing
concern, violations will be forwarded to this Ministry’s Investigation and Enforcement Branch.
Section 19 of the Safe Drinking Water Act (Standard of Care) creates a number of obligations for
individuals who exercise decision-making authority over municipal drinking water systems. Please be
aware that the Ministry has encouraged such individuals, particularly municipal councillors, to take
steps to be better informed about the drinking water systems over which they have decision-making
authority. These steps could include asking for a copy of this inspection report and a review of its
findings. Further information about Section 19 can be found in “Taking Care of Your Drinking Water:
A guide for members of municipal council” found under “Resources” on the Drinking Water Ontario
website at www.ontario.ca/drinkingwater.
Please note the attached IRR methodology memo describing how the risk rating model has improved
to better reflect the health related and administrative non-compliance found in an inspection report.
IRR ratings are published (for the previous inspection year) in the Ministry’s Chief Drinking Water
Inspector’s Annual Report. Please note that due to a change in IT systems, the Inspection
Rating Report (IRR) cannot be generated at the same time as the inspection report. The IRR
Page | 2
will be sent separately and prior to any public release (typically within 1-2 month of the
completion of the inspection).
If you have any questions regarding the report, please feel free to call me at (519) 317-8039
Yours truly,
Jim Miller
Provincial Officer
London District Office
jim.w.miller@ontario.ca
cc. Mr. Ed Roloson
Southwestern Public Health
Long Point Conservation Authority
London District File
Ministry of the Environment,
Conservation and Parks
Ministère de l'Environnement, de la Protection
de la nature et des Parcs
We want to hear from you. How was my service? You can provide feedback at
1-888-745-8888 or Ontario.ca/inspectionfeedback
MUNICIPALITY OF BAYHAM DISTRIBUTION SYSTEM
,
Inspection Report
System Number:260004748
Inspection Start Date:02/08/2022
Inspection End Date:02/23/2022
Inspected By:Jim Miller
Badge #: 1102
__________________
(signature)
Ministry of the Environment,
Conservation and Parks
Ministère de l'Environnement, de la Protection
de la nature et des Parcs
Event Number: 1-29967242
NON-COMPLIANCE/NON-CONFORMANCE ITEMS
The following item(s) have been identified as non-compliance/non-conformance, based on a "No" response
captured for a legislative or best management practice (BMP) question (s), respectively.
Question Group: Other Inspection Findings
Question ID MRDW1116000
Question Question
Type
Legislative Requirement
Were the inspection questions sufficient to address other
identified best practice issues?
BMP Not Applicable
Observation/Corrective Action(s)
The following issues were also noted during the inspection:
During review of the Bayham Water Distribution contingency plans, it was found that further
consideration by the owner/operator regarding operational protocols to identify potential risk of water
taking from the fire hydrants.
Drinking Water Standalone Distribution Systems may have water taking limits pending the ability to
provide the following: sufficient water supply, adequate water storage, ability to maintain distribution
system pressure during abnormal use, and allowable peak flow capacity during times of heavy water
taking.
Fire protection is one of the most critical operations of the water distribution system. At times of water
taking the system must be operated within the design limits of the infrastructure to prevent catastrophic
failure. The result of such failure could result in not only loss of fire protection, but the contamination
and loss of safe potable water provided to system users.
A line of communication between the fire service and water distribution operations would be beneficial
not only during the water taking for fire protection but also identify the location of the fire hydrants
used.
Notification to the water operation personnel would also be beneficial to ensure any additional
operational steps be taken regarding water storage levels and that water flow is maintained as per the
systems capacity during the operation of the fire hydrant.
Communication such as this would help to ensure that a qualified person conducted a physical
inspection of the fire hydrant to check operation and proper drainage to prevent hydrant barrel freezing
during cold weather.
The inspection is mandated under the Fire Code section "6.6.5.1. Hydrants shall be inspected annually
and after each use in accordance with Articles 6.6.5.2. to 6.6.5.5."
It is recommended that further consideration regarding operational reporting/protocols as identified
above are reviewed by the Owner/System Water Department, and Bayham Fire and Emergency
Services.
Ministry of the Environment,
Conservation and Parks
Ministère de l'Environnement, de la Protection
de la nature et des Parcs
Event Number: 1-29967242
INSPECTION DETAILS
This section includes all questions that were assessed during the inspection.
Ministry Program: Regulated Activity: DRINKING WATER : DW Municipal Residential
Question ID MRDW1001000
Question Question
Type
Legislative
Requirement
What was the scope of this inspection?Information Not Applicable
Observation
The primary focus of this inspection is to confirm compliance with Ministry of the Environment,
Conservation and Parks (MECP) legislation as well as evaluating conformance with ministry
drinking water policies and guidelines during the inspection period. The ministry utilizes a
comprehensive, multi-barrier approach in the inspection of water systems that focuses on the
source, treatment, and distribution components as well as management practices.
This drinking water system is subject to the legislative requirements of the Safe Drinking Water
Act, 2002 (SDWA) and regulations made therein, including Ontario Regulation 170/03, "Drinking
Water Systems" (O.Reg. 170/03). This inspection has been conducted pursuant to Section 81 of
the SDWA.
This inspection report does not suggest that all applicable legislation and regulations were
evaluated. It remains the responsibility of the owner to ensure compliance with all applicable
legislative and regulatory requirements.
Provincial Officer Jim Miller conducted a physical inspection of the Bayham Distribution System
WW #260004748 on December 22, 2021.
Documentation reviewed in association with this report included, but were not limited to:
1. Municipal Drinking Water Licence #061-101, Issue #4 dated February 6, 2020.
2. Drinking Water Works Permit #061-201, Issue #4 dated February 6, 2020.
This report also includes a review, and assessment of compliance and operating practices in
relation to the following Acts and Regulations:
1/ Safe Drinking Water Act, 2002;
2/ Ontario Regulation 170/03;
3/ Ontario Drinking-Water Quality Standards O. Reg. 169/03;
4/ Ontario Water Resources Act, 1990;
5/ Certification of Drinking-Water System Operators and Water Quality Analysts Regulation, O.
Reg. 128/04;
6/ Environmental Protection Act, 1990;
Treated water is supplied to the communities of Port Burwell and Vienna from the Elgin Area
Ministry of the Environment,
Conservation and Parks
Ministère de l'Environnement, de la Protection
de la nature et des Parcs
Event Number: 1-29967242
Primary Water Supply System. Secondary disinfection is provided for this system by the Port
Burwell Secondary Water Supply System.
Other documents reviewed include Annual Reports, microbiological and chemical testing results,
etc.
It should be noted that this inspection period covers the period from January 1, 2021 to December
31, 2021 were reviewed in conjunction with this compliance evaluation.
Question ID MRDW1000000
Question Question
Type
Legislative
Requirement
Does this drinking water system provide primary
disinfection?
Information Not Applicable
Observation
This Drinking Water System provides for only secondary disinfection and distribution of water.
Primary disinfection is undertaken by another regulated Drinking Water System which provides
treated water to this Drinking Water System.
Question ID MRDW1036000
Question Question
Type
Legislative
Requirement
Where continuous monitoring equipment is not used for
chlorine residual analysis, are samples tested using an
acceptable portable device?
Legislative SDWA | O. Reg.
170/03 | 6-7 | (1)
Observation
Samples for chlorine residual analysis were tested using an acceptable portable device.
The operators use a HACH colorimeter to test the chlorine residual concentrations in the water
distribution system.
The operators check the calibration of these devices using color standards and a record is made of
these calibration checks.
Question ID MRDW1033000
Question Question
Type
Legislative
Requirement
Is the secondary disinfectant residual measured as required
for the large municipal residential distribution system?
Legislative SDWA | O. Reg.
170/03 | 7-2 | (3),
SDWA | O. Reg.
170/03 | 7-2 | (4)
Observation
The secondary disinfectant residual was measured as required for the distribution system.
Ministry of the Environment,
Conservation and Parks
Ministère de l'Environnement, de la Protection
de la nature et des Parcs
Event Number: 1-29967242
Records reviewed indicate that secondary disinfection is maintained in the Bayham Water
Distribution System.
All distribution free available chlorine (FAC) residual measurements provided by the
Owner/Operating Authority, during the inspection review were appropriately documented
including the time, date, FAC residual and the person who analyzed the sample. The operator
typically sampled seven (7) times each week from multiple locations in the distribution system on
a 4 and 3 rotation with minimum 48 hours apart each week.
Question ID MRDW1018000
Question Question
Type
Legislative
Requirement
Has the owner ensured that all equipment is installed in
accordance with Schedule A and Schedule C of the Drinking
Water Works Permit?
Legislative SDWA | 31 | (1)
Observation
The owner had ensured that all equipment was installed in accordance with Schedule A and
Schedule C of the Drinking Water Works Permit.
During the physical inspection of the water system, all equipment listed in Schedule A of DWWP
061-201 issue 4 was observed to be comparatively consistent with the DWWP issued February 6,
2020.
Question ID MRDW1025000
Question Question
Type
Legislative
Requirement
Were all parts of the drinking water system that came in
contact with drinking water (added, modified, replaced or
extended) disinfected in accordance with a procedure listed
in Schedule B of the Drinking Water Works Permit?
Legislative SDWA | 31 | (1)
Observation
All parts of the drinking water system were disinfected in accordance with a procedure listed in
Schedule B of the Drinking Water Works Permit.
Drinking Water Works Permit #061-201, Issue #4 Section 2.3 of Schedule B stipulates that all
parts of the drinking water system in contact with drinking water which are added, modified,
replaced, extended; or taken out of service for inspection, repair or other activities that may lead to
contamination, shall be disinfected before being put into service in accordance with a procedure
approved by the Director or in accordance with the applicable provisions of the following
documents:
a) The ministry's Watermain Disinfection Procedure, dated November 2015;
b) Subject to condition 2.3.2, any updated version of the ministry's Watermain Disinfection
Ministry of the Environment,
Conservation and Parks
Ministère de l'Environnement, de la Protection
de la nature et des Parcs
Event Number: 1-29967242
Procedure;
c) AWWA C652 – Standard for Disinfection of Water-Storage Facilities;
d) AWWA C653 – Standard for Disinfection of Water Treatment Plants; and
e) AWWA C654 – Standard for Disinfection of Wells.
A review of the documentation provided indicate that the operator has met with the minimum
required record keeping requirements as stated in Section 4.0 (Documentation) of the Ministry's
"Watermain Disinfection Procedure".
It is recommended that the owner review/update the watermain disinfection recording and testing
procedures to ensure chlorine concentrations meet the accuracy needed to ensure compliance
listed in Table 1 "Chlorine Concentrations and Contact Times for New Watermains."
Please note updated version: "Watermain Disinfection Procedure - Final Version - May 14, 2020"
Question ID MRDW1027000
Question Question
Type
Legislative
Requirement
Does the owner have evidence indicating that all chemicals
and materials which come in contact with water within the
drinking water system have met all applicable AWWA and
ANSI standards in accordance with the DWWP and MDWL
issued under Part V of the SDWA?
Legislative SDWA | 31 | (1)
Observation
The owner had evidence indicating that all chemicals and materials that come in contact with
water within the drinking water system met the AWWA and ANSI standards in accordance with
the Municipal Drinking Water Licence and Drinking Water Works Permit issued under Part V of
the SDWA.
The Owner has information in the Operations and Maintenance Manual to indicate that the
sodium hypochlorite that is used for maintenance of the water distribution system met the NSF /
ANSI Standard 60 for water treatment chemicals.
Question ID MRDW1028000
Question Question
Type
Legislative
Requirement
Are up-to-date plans for the drinking water system kept in
place, or made available in such a manner, that they may be
readily viewed by all persons responsible for all or part of
the operation of the drinking water system in accordance
with the DWWP and MDWL issued under Part V of the
SDWA?
Legislative SDWA | 31 | (1)
Observation
Up-to-date plans for the drinking water system were kept in a place, or made available in such a
Ministry of the Environment,
Conservation and Parks
Ministère de l'Environnement, de la Protection
de la nature et des Parcs
Event Number: 1-29967242
manner, that they could be readily viewed by all persons responsible for all or part of the
operation of the drinking water system in accordance with the DWWP and MDWL issued under
Part V of the SDWA.
The Owner provided a copy of the up-to-date plans / drawings for the distribution system
components. These plans are readily available to staff for review.
Question ID MRDW1046000
Question Question
Type
Legislative
Requirement
Is there a backflow prevention program, policy and/or bylaw
in place that addresses cross connections and connections to
high hazard facilities?
BMP Not Applicable
Observation
There is a backflow prevention program, policy and/or bylaw in place.
There is a policy in place in regards to cross connections and backflow prevention. The policy
indicates that "no person shall connect, cause to be connected or permit to remain connected to the
potable water system in a manner which may allow for water, wastewater, non-potable water, or
any liquid or chemical to enter the waterworks system."
Question ID MRDW1048000
Question Question
Type
Legislative
Requirement
Has the owner implemented a program for the flushing of
watermains as per industry standards?
BMP Not Applicable
Observation
The owner had implemented a program for the flushing of watermains as per industry standards.
The Owner has a maintenance procedure for the flushing of watermains. Log records indicate that
flushing of watermains occurs on a yearly basis and records are maintained of this activity.
Question ID MRDW1049000
Question Question
Type
Legislative
Requirement
Do records confirm that disinfectant residuals are routinely
checked at the extremities and dead ends of the distribution
system?
BMP Not Applicable
Observation
Records confirmed that disinfectant residuals were routinely checked at the extremities and "dead
ends" of the distribution system.
Ministry of the Environment,
Conservation and Parks
Ministère de l'Environnement, de la Protection
de la nature et des Parcs
Event Number: 1-29967242
Question ID MRDW1050000
Question Question
Type
Legislative
Requirement
Is there a program in place for inspecting and exercising
valves?
BMP Not Applicable
Observation
A program was in place for inspecting and exercising valves.
The Owner indicated that a program for exercising valves is in place. There are logbook entries
that indicate that operators exercise valves. All valves are typically tested and exercised manually
on a yearly basis and records are kept of this maintenance activity.
Question ID MRDW1051000
Question Question
Type
Legislative
Requirement
Is there a program in place for inspecting and operating
hydrants?
BMP Not Applicable
Observation
There was a program in place for inspecting and operating hydrants.
The Owner has a maintenance schedule for the operation of fire hydrants. Log records indicate
that hydrants are exercised once per year and there were records maintained of this activity.
Question ID MRDW1052000
Question Question
Type
Legislative
Requirement
Is there a by-law or policy in place limiting access to
hydrants?
BMP Not Applicable
Observation
There was a by-law or policy in place limiting access to hydrants.
Bayham water by-law 2014-099 indicates that "no person other than authorized employees or
agents of the Municipality shall operate or take water from any Municipal or private hydrant".
Question ID MRDW1053000
Question Question
Type
Legislative
Requirement
Is the Owner able to maintain proper pressures in the
distribution system and is pressure monitored to alert the
operator of conditions which may lead to loss of pressure
below the value under which the system is designed to
operate?
BMP Not Applicable
Ministry of the Environment,
Conservation and Parks
Ministère de l'Environnement, de la Protection
de la nature et des Parcs
Event Number: 1-29967242
Observation
The owner was able to maintain proper pressures in the distribution system and pressure was
monitored to alert the operator of conditions which may lead to loss of pressure below the value
under which the system is designed to operate.
Log entries provided during the inspection period, indicate that any low pressure problems related
to maintenance of the distribution system have been responded to by the operator and appropriate
actions taken.
Question ID MRDW1056000
Question Question
Type
Legislative
Requirement
Has the donor provided an Annual Report to the receiver
drinking water system?
Information Not Applicable
Observation
The donor had provided an Annual Report to the receiver drinking water system.
The Elgin Area Primary Water Supply System and the Port Burwell Area Secondary Water
Supply System provide a copy of their Annual Reports to all water systems that receive water.
The Annual Report is sent by email to all receiver systems. The Annual Report can also be viewed
on the municipal web site.
Question ID MRDW1058000
Question Question
Type
Legislative
Requirement
Do operators and maintenance personnel have ready access
to operations and maintenance manuals?
Legislative SDWA | O. Reg.
128/04 | 28
Observation
Operators and maintenance personnel had ready access to operations and maintenance manuals.
The Operations Manual is stored in an accessible location and is available to all operational staff.
The Operations Manual contains the following: plans; drawings, system descriptions, water
distribution operator duties, emergency procedures, disinfection procedures and other guidance
materials typical of an Operations Manual.
Also in the manual is a sampling plan which includes instructions pertaining to the identification
of adverse drinking water conditions as well as prescribed notifications and corrective actions.
Question ID MRDW1063000
Question Question
Type
Legislative
Requirement
For every required operational test and for every required
sample, is a record made of the date, time, location, name of
Legislative SDWA | O. Reg.
170/03 | 6-10 | (1)
Ministry of the Environment,
Conservation and Parks
Ministère de l'Environnement, de la Protection
de la nature et des Parcs
Event Number: 1-29967242
the person conducting the test and result of the test?
Observation
For every required operational test and every required sample, a record was made of the date,
time, location, name of the person conducting the test and result of the test.
A review of Chain of Custody forms and log records related to regulated water samples indicate
that the appropriate information is being recorded by operators.
Question ID MRDW1064000
Question Question
Type
Legislative
Requirement
Did the operator-in-charge ensure that records were
maintained of all adjustments made to the processes within
his or her responsibility?
Legislative SDWA | O. Reg.
128/04 | 26 | (2)
Observation
The operator-in-charge ensured that records were maintained of all adjustments made to the
processes within his or her responsibility.
The operator-in-charge (OIC) inputs data into logbooks and log sheets concerning observations,
adjustments and maintenance performed on the drinking water system. The OIC is required to
direct other operators regarding system operation and maintenance and logbook / log sheet entries.
A review of logbooks indicate that work performed in the water distribution system is found in the
distribution logbook located at the Port Burwell Sewage Plant.
The logbook entries include the date, time, information related to the activity and the operator
initial.
It should be noted that the Municipality of Bayham has implemented a new electronic digital log
recording system. Operator's are entering operational activities (secured log entry) in real time via
a portable tablet system.
Question ID MRDW1065000
Question Question
Type
Legislative
Requirement
Are logs and other record keeping mechanisms available for
at least five (5) years?
Legislative SDWA | O. Reg.
128/04 | 27 | (6)
Observation
Logs or other record keeping mechanisms were available for at least five (5) years.
The Owner indicated that records are kept for an extended period of time and that there is a
records retention bylaw in place.
In accordance with O. Reg. 128/04 section 27 (6) "The owner or operating authority shall ensure
that logs and other record-keeping mechanisms are accessible at the subsystem,
Ministry of the Environment,
Conservation and Parks
Ministère de l'Environnement, de la Protection
de la nature et des Parcs
Event Number: 1-29967242
(a) for at least five years after the last entry in it was made, in the case of a log or record keeping
mechanism that is kept in a book or document form or kept on a similarly fixed basis; or
(b) for at least five years after each entry in it was made, in the case of a log or record- keeping
mechanism that is kept on a loose-leaf or electronic basis or kept on a similarly continuous basis."
O. Reg. 128/04, s. 27 (6).
Question ID MRDW1059000
Question Question
Type
Legislative
Requirement
Do the operations and maintenance manuals contain plans,
drawings and process descriptions sufficient for the safe and
efficient operation of the system?
Legislative SDWA | O. Reg.
128/04 | 28
Observation
The operations and maintenance manuals contained plans, drawings and process descriptions
sufficient for the safe and efficient operation of the system.
The Owner/Operating Authority provided documentation confirming that the operators and
maintenance personnel in the subsystem have been provided ready access to comprehensive
operation and maintenance manuals that contain plans, drawings and process descriptions
sufficient for the safe and efficient operation of the subsystem as required by O. Reg. 128/04, s.
28.
Question ID MRDW1060000
Question Question
Type
Legislative
Requirement
Do the operations and maintenance manuals meet the
requirements of the DWWP and MDWL issued under Part V
of the SDWA?
Legislative SDWA | 31 | (1)
Observation
The operations and maintenance manuals met the requirements of the Drinking Water Works
Permit and Municipal Drinking Water Licence issued under Part V of the SDWA.
The Municipality of Bayham Distribution System Operations and Management document meets
the requirements stipulated in Section 16 of the current Municipal Drinking Water Licence
Question ID MRDW1061000
Question Question
Type
Legislative
Requirement
Are logbooks properly maintained and contain the required
information?
Legislative SDWA | O. Reg.
128/04 | 27 | (1),
SDWA | O. Reg.
128/04 | 27 | (2),
SDWA | O. Reg.
128/04 | 27 | (3),
Ministry of the Environment,
Conservation and Parks
Ministère de l'Environnement, de la Protection
de la nature et des Parcs
Event Number: 1-29967242
SDWA | O. Reg.
128/04 | 27 | (4),
SDWA | O. Reg.
128/04 | 27 | (5),
SDWA | O. Reg.
128/04 | 27 | (6),
SDWA | O. Reg.
128/04 | 27 | (7)
Observation
Logbooks were properly maintained and contained the required information.
During the review of the Bayham Distribution logbooks, it was found that entries had been made
by the operators to fulfill the requirements as prescribed under O. Reg. 128/04 s 27.
Logbook records identifying daily activities, operational checks, etc. was in place at the time of
inspection.
Operational logs are a key component for the safe and efficient operation of a facility. Logs or
other record- keeping mechanisms are required to document the operation of the drinking water
system and corrective actions taken to adverse situations.
It should be noted that the Municipality of Bayham has implemented a new electronic digital log
recording system. Operator's are entering operational activities (secured log entry) in real time via
a portable tablet system. All information entered is validated as per the date and time entries made
by each operator. The digital log information is currently backed up at three separate locations to
help prevent any loss of information.
Read only access to the digital data base was granted to the MECP for inspection. Review of the
log records provided for the inspection period are compliant with the legislative requirements.
Question ID MRDW1062000
Question Question
Type
Legislative
Requirement
Do records or other record keeping mechanisms confirm that
operational testing not performed by continuous monitoring
equipment is being done by a certified operator, water
quality analyst, or person who meets the requirements of O.
Reg. 170/03 7-5?
Legislative SDWA | O. Reg.
170/03 | 7-5
Observation
Records or other record keeping mechanisms confirmed that operational testing not performed by
continuous monitoring equipment was being done by a certified operator, water quality analyst, or
person who suffices the requirements of O. Reg. 170/03 7-5.
All log records regarding O. Reg. 170/03 7-5 reviewed during the inspection period, identified
the names of all operators of the facility and their respective signatures and/or initials.
Ministry of the Environment,
Conservation and Parks
Ministère de l'Environnement, de la Protection
de la nature et des Parcs
Event Number: 1-29967242
It should be noted that any entries in the log must be identified by the person making the entry in
the logs.
An example of this is if multiple operators make entries in the log. If this occurs, those persons
must clearly identify who made the entry (i.e. by signature or initial).
Question ID MRDW1066000
Question Question
Type
Legislative
Requirement
Is spill containment provided for process chemicals and
standby power generator fuel?
BMP Not Applicable
Observation
Spill containment was provided for process chemicals and/or standby power generator fuel.
Question ID MRDW1067000
Question Question
Type
Legislative
Requirement
Are clean-up equipment and materials in place for the clean
up of spills?
BMP Not Applicable
Observation
Clean-up equipment and materials were in place for the clean up of spills.
Question ID MRDW1071000
Question Question
Type
Legislative
Requirement
Has the owner provided security measures to protect
components of the drinking water system?
BMP Not Applicable
Observation
The owner had provided security measures to protect components of the drinking water system.
The booster pump station has a locked cabinet and is visited regularly by system operators.
Question ID MRDW1072000
Question Question
Type
Legislative
Requirement
Has the owner and/or operating authority undertaken efforts
to promote water conservation and reduce water losses in
their system?
BMP Not Applicable
Observation
The owner and/or operating authority undertook efforts to promote water conservation and reduce
water losses in their system.
The Owner indicated that there is a water conservation provision in a by-law in place for the
Ministry of the Environment,
Conservation and Parks
Ministère de l'Environnement, de la Protection
de la nature et des Parcs
Event Number: 1-29967242
Municipality of Bayham. Section 8.2 of the by-law indicates that a temporary watering ban may
be issued at any time of the year due to issues with the primary water supply system, a level 2
drought warning and any scheduled maintenance on the waterworks that could potentially affect
the water supply.
Question ID MRDW1073000
Question Question
Type
Legislative
Requirement
Has the overall responsible operator been designated for all
subsystems which comprise the drinking water system?
Legislative SDWA | O. Reg.
128/04 | 23 | (1)
Observation
The overall responsible operator has been designated for each subsystem.
The Bayham Distribution System is classed as a Water Distribution Subsystem Class 1.
At the time of the inspection, the designated (and back-up) ORO possessed an operator certificate
that was equal or greater than the classification level of the distribution system.
Question ID MRDW1074000
Question Question
Type
Legislative
Requirement
Have operators in charge been designated for all subsystems
for which comprise the drinking water system?
Legislative SDWA | O. Reg.
128/04 | 25 | (1)
Observation
Operators-in-charge had been designated for all subsystems which comprised the drinking water
system.
During the inspection period, it was found that the Operators responsible for the operations of the
Bayham Water Distribution System recorded the names of the operator-in-charge (OIC) in the
facility log records. The Owner must ensure that one or more operators are designated as operator-
in-charge (OIC) for each day that the facility is in operation.
An OIC can be any operator with an applicable certificate to the type of operated subsystem. An
operator-in-training (OIT) cannot be designated as an OIC; any log entries made by the OIT must
be approved by the OIC and clearly documented in the log at the time of entry.
In accordance with O. Reg. 128/04 s. 25 (1) The owner or operating authority of a subsystem or a
person authorized by the owner or operating authority shall designate one or more operators as
operators-in-charge of the subsystem. O. Reg. 128/04, s. 25 (1).
Question ID MRDW1075000
Question Question
Type
Legislative
Requirement
Ministry of the Environment,
Conservation and Parks
Ministère de l'Environnement, de la Protection
de la nature et des Parcs
Event Number: 1-29967242
Do all operators possess the required certification?Legislative SDWA | O. Reg.
128/04 | 22
Observation
All operators possessed the required certification.
A review of the operational staff certificates indicates that during the inspection period, all
operators of the drinking water system/subsystems had adequate certification.
Question ID MRDW1076000
Question Question
Type
Legislative
Requirement
Do only certified operators make adjustments to the
treatment equipment?
Legislative SDWA | O. Reg.
170/03 | 1-2 | (2)
Observation
Only certified operators made adjustments to the treatment equipment.
Documentation provided at the time of inspection, (logbooks and other record keeping
mechanisms) indicated that only certified operational staff made adjustments to
treatment/distribution system processes.
The Owner/Operating Authority must be aware that the Safe Drinking Water Act (SDWA)
Section 11. (1) 5 require the owner and/or the operating authority to ensure that the personnel at
the drinking-water system are under the supervision of persons having the prescribed
qualifications.
The Owner/Operating Authority can reference the web site at the following link:
https://www.ontario.ca/page/certification-guide-operators-and-water-quality-analysts
"Certification Guide for Operators and Water Quality Analysts of Drinking Water Systems",
section 5 "Certification of Operators" which identifies functions that must be performed by a
certified operator. The Certification Guide identifies that certain duties must be performed by a
certified operator, or at least have a certified operator (or P. Eng. designated as OIC) physically
present and monitoring the work being performed. It also identifies duties that can be undertaken
by uncertified personnel without the direct physical supervision of the person with prescribed
qualifications. However, this does not relieve the OIC from ensuring responsibilities under O.
Reg. 128/04 s. 26 (2) are met for any work in the drinking-water system.
It is recommended that the guide be provided to the system operational staff for informational
purposes to heighten operator's awareness, and to help them fully understand their legal
responsibilities and certification compliance requirements.
Question ID MRDW1078000
Question Question
Type
Legislative
Requirement
Ministry of the Environment,
Conservation and Parks
Ministère de l'Environnement, de la Protection
de la nature et des Parcs
Event Number: 1-29967242
In instances where the overall responsible operator was
unable to act, was an adequately certified operator
designated to act in place of the overall responsible
operator?
Legislative SDWA | O. Reg.
128/04 | 23 | (1),
SDWA | O. Reg.
128/04 | 23 | (2),
SDWA | O. Reg.
128/04 | 23 | (3),
SDWA | O. Reg.
128/04 | 23 | (4),
SDWA | O. Reg.
128/04 | 23 | (5),
SDWA | O. Reg.
128/04 | 23 | (6),
SDWA | O. Reg.
128/04 | 23 | (7)
Observation
An adequately licenced operator was designated to act in place of the overall responsible operator
when the overall responsible operator was unable to act.
During absences, the ORO assigns a back-up ORO to oversee the drinking water system and an
adequately licensed operator was designated and documentation was provided.
Question ID MRDW1099000
Question Question
Type
Legislative
Requirement
Do records show that all water sample results taken during
the inspection review period did not exceed the values of
tables 1, 2 and 3 of the Ontario Drinking Water Quality
Standards (O. Reg.. 169/03)?
Information Not Applicable
Observation
Records showed that all water sample results taken during the inspection review period did not
exceed the values of tables 1, 2 and 3 of the Ontario Drinking Water Quality Standards (O.Reg.
169/03).
There were no exceedances of the values of tables 1, 2, and 3 of the Ontario Drinking Water
Quality Standards (Ontario Regulation 169/03) during the inspection review period.
Question ID MRDW1081000
Question Question
Type
Legislative
Requirement
Are all microbiological water quality monitoring
requirements for distribution samples being met?
Legislative SDWA | O. Reg.
170/03 | 10-2 |
(1),SDWA | O.
Reg. 170/03 | 10-
2 | (2),SDWA | O.
Reg. 170/03 | 10-
Ministry of the Environment,
Conservation and Parks
Ministère de l'Environnement, de la Protection
de la nature et des Parcs
Event Number: 1-29967242
2 | (3)
Observation
All microbiological water quality monitoring requirements for distribution samples were being
met.
Ontario Regulation 170/03 - Schedule 10-2 stipulates that distribution water samples are required
to be collected for testing every week within the frequency prescribed by the Regulation. Based
on a service population of 1,590 the Owner is required to take a minimum of nine (9) distribution
samples every month. Every distribution sample must be analyzed for: E. coli; total coliforms; and
25% of the required samples must be tested for general bacteria population expressed as colony
counts on a heterotrophic plate count.
A review of the records provided for the inspection review period indicate that this requirement
has been met.
Question ID MRDW1086000
Question Question
Type
Legislative
Requirement
Are all haloacetic acid water quality monitoring
requirements prescribed by legislation conducted within the
required frequency and at the required location?
Legislative SDWA | O. Reg.
170/03 | 13-6.1 |
(1),SDWA | O.
Reg. 170/03 | 13-
6.1 | (2),SDWA |
O. Reg. 170/03 |
13-6.1 | (3),
SDWA | O. Reg.
170/03 | 13-6.1 |
(4),SDWA | O.
Reg. 170/03 | 13-
6.1 | (5),SDWA |
O. Reg. 170/03 |
13-6.1 | (6)
Observation
All haloacetic acid water quality monitoring requirements prescribed by legislation are being
conducted within the required frequency and at the required location.
In accordance with Ontario Regulation 170/03 Schedule 13-6.1, the owner and operating authority
shall ensure that at least one distribution water sample that is likely to have an elevated potential
for the formation of Haloacetic acids (HAAs) is collected and tested for Haloacetic acids each
calendar quarter.
Haloacetic Acid monitoring was completed on the following dates during the inspection period:
Ministry of the Environment,
Conservation and Parks
Ministère de l'Environnement, de la Protection
de la nature et des Parcs
Event Number: 1-29967242
January 11, 2021 (16.3 ug/L), April 13, 2021 (21.8 ug/L), July 06, 2020 (25.1 ug/L) October 05,
2021 (28.2 ug/L) and January 10, 2022 (19.9 ug/L)
O. Reg. 169/03 standard (80 ug/L) and the O. Reg. 170/03 reporting requirements for HAAs came
into effect on January 1, 2020, Owners/Operating authorities must perform the following
calculations to determine compliance with the standard.
As per O. Reg 170/03 Schedule13-6.1 (3)
"(3) For the purposes of Schedule 2 to the Ontario Drinking Water Quality Standards, the running
annual average of quarterly results with respect to haloacetic acids shall be calculated for each
calendar quarter by using the following formula:
[A + B + C + D] ÷ 4
in which,
"A" is the average of all the results from the samples tested under subsection (2) in that calendar
quarter,
"B" is the average of all the results from the samples tested under subsection (2) in the most
recent calendar quarter preceding the calendar quarter referred to in "A" in which testing was
carried out,
"C" is the average of all the results from the samples tested under subsection (2) in the most
recent calendar quarter preceding the calendar quarter referred to in "B" in which testing was
carried out, and
"D" is the average of all the results from the samples tested under subsection (2) in the most
recent calendar quarter preceding the calendar quarter referred to in "C" in which testing was
carried out."
A running annual average for each quarter must be calculated and recorded to ensure compliance
has been met after each quarter.
All sample results for this inspection period show that the distribution water is within acceptable
limits for Haloacetic acids as listed in Ontario Regulation 169/03.
Question ID MRDW1087000
Question Question
Type
Legislative
Requirement
Have all trihalomethane water quality monitoring
requirements prescribed by legislation been conducted
within the required frequency and at the required location?
Legislative SDWA | O. Reg.
170/03 | 13-6 | (1)
Observation
All trihalomethane water quality monitoring requirements prescribed by legislation were
conducted within the required frequency and at the required location.
Ontario Regulation 170/03 - Schedule 13-6 stipulates that the Owner of a drinking water system
that provides chlorination or chloramination and the operating authority for the system shall
Ministry of the Environment,
Conservation and Parks
Ministère de l'Environnement, de la Protection
de la nature et des Parcs
Event Number: 1-29967242
ensure that at least one distribution sample is taken in each calendar quarter, from a point in the
drinking water system's distribution system, or plumbing that is connected to the drinking water
system, that is likely to have an elevated potential for the formation of trihalomethanes.
The Owner of the drinking water system and the operating authority for the system shall ensure
that each of the samples taken under this subsection is tested for trihalomethanes (THMs).
A review of records for this inspection period has shown samples have been collected and tested
for THMs in each calendar quarter on the following dates: January 11, 2021 (59 ug/L), April 13,
2021 (41 ug/L), July 06, 2021 (65 ug/L) October 05, 2021 (66 ug/L) and January 10, 2022 (59
ug/L).
All sample results for this inspection period show that the distribution water is within acceptable
limits for THMs as listed in Ontario Regulation 169/03.
Question ID MRDW1092000
Question Question
Type
Legislative
Requirement
Has the owner ensured that water samples are taken at the
prescribed location?
Legislative SDWA | O. Reg.
170/03 | 6-2
Observation
The owner ensured that water samples were taken at the prescribed location.
Question ID MRDW1095000
Question Question
Type
Legislative
Requirement
Have all lead sampling requirements prescribed by Schedule
15.1 of O.R. 170/03 been met?
Legislative SDWA | O. Reg.
170/03 | 15.1-10,
SDWA | O. Reg.
170/03 | 15.1-4 |
(1),SDWA | O.
Reg. 170/03 |
15.1-5 | (1),
SDWA | O. Reg.
170/03 | 15.1-5 |
(10),SDWA | O.
Reg. 170/03 |
15.1-5 | (11),
SDWA | O. Reg.
170/03 | 15.1-5 |
(12),SDWA | O.
Reg. 170/03 |
15.1-5 | (2),
SDWA | O. Reg.
Ministry of the Environment,
Conservation and Parks
Ministère de l'Environnement, de la Protection
de la nature et des Parcs
Event Number: 1-29967242
170/03 | 15.1-5 |
(3),SDWA | O.
Reg. 170/03 |
15.1-5 | (4),
SDWA | O. Reg.
170/03 | 15.1-5 |
(5),SDWA | O.
Reg. 170/03 |
15.1-5 | (6),
SDWA | O. Reg.
170/03 | 15.1-5 |
(7),SDWA | O.
Reg. 170/03 |
15.1-5 | (8),
SDWA | O. Reg.
170/03 | 15.1-5 |
(9),SDWA | O.
Reg. 170/03 |
15.1-7 | (1),
SDWA | O. Reg.
170/03 | 15.1-7 |
(2),SDWA | O.
Reg. 170/03 |
15.1-7 | (3),
SDWA | O. Reg.
170/03 | 15.1-7 |
(4),SDWA | O.
Reg. 170/03 |
15.1-9 | (1),
SDWA | O. Reg.
170/03 | 15.1-9 |
(2),SDWA | O.
Reg. 170/03 |
15.1-9 | (3),
SDWA | O. Reg.
170/03 | 15.1-9 |
(4),SDWA | O.
Reg. 170/03 |
15.1-9 | (5),
SDWA | O. Reg.
170/03 | 15.1-9 |
(6),SDWA | O.
Reg. 170/03 |
15.1-9 | (7),
SDWA | O. Reg.
170/03 | 15.1-9 |
(8),SDWA | O.
Reg. 170/03 |
Ministry of the Environment,
Conservation and Parks
Ministère de l'Environnement, de la Protection
de la nature et des Parcs
Event Number: 1-29967242
15.1-9 | (9)
Observation
All sampling requirements for lead prescribed by schedule 15.1 of O. Reg. 170/03 were being
met.
Sample dates for Lead, Alkalinity, and pH were conducted by the operator on March 9, 2021 and
August 30, 2021 at four (4) locations during each period throughout the water distribution system.
Question ID MRDW1096000
Question Question
Type
Legislative
Requirement
Do records confirm that chlorine residual tests are being
conducted at the same time and at the same location that
microbiological samples are obtained?
Legislative SDWA | O. Reg.
170/03 | 6-3 | (1)
Observation
Records confirmed that chlorine residual tests were being conducted at the same time and at the
same location that microbiological samples were obtained.
During the documentation review, records reviewed verify that chlorine residuals are being
collected at the same time and location as microbiological samples from the treatment plant and
the water distribution system.
The Owner/Operator has fulfilled the requirements prescribed by O. Reg. 170/03 6-3(1) which
requires a water sample be taken and tested for a microbiological parameter, the owner of the
drinking water system and the operating authority for the system shall ensure that another sample
is taken at the same time from the same location and is tested immediately for,
(a) free chlorine residual, if the system provides chlorination and does not provide chloramination;
or
(b) combined chlorine residual, if the system provides chloramination.
Question ID MRDW1098000
Question Question
Type
Legislative
Requirement
Has the owner indicated that the required records are kept
and will be kept for the required time period?
Legislative SDWA | O. Reg.
170/03 | 13 | (1),
SDWA | O. Reg.
170/03 | 13 | (2),
SDWA | O. Reg.
170/03 | 13 | (3)
Observation
The owner indicated that the required records are kept and will be kept for the required time
period.
Ministry of the Environment,
Conservation and Parks
Ministère de l'Environnement, de la Protection
de la nature et des Parcs
Event Number: 1-29967242
Question ID MRDW1100000
Question Question
Type
Legislative
Requirement
Did any reportable adverse/exceedance conditions occur
during the inspection period?
Information Not Applicable
Observation
There were no reportable adverse/exceedances during the inspection period.
Question ID MRDW1110000
Question Question
Type
Legislative
Requirement
Was an Annual Report containing the required information
prepared by February 28 of the following year?
Legislative SDWA | O. Reg.
170/03 | 11 | (6)
Observation
The Annual Report containing the required information was prepared by February 28th of the
following year.
The Annual Report is posted on the Municipality of Bayham website for public viewing.
This report was presented to council on February 05, 2021.
Question ID MRDW1116000
Question Question
Type
Legislative
Requirement
Were the inspection questions sufficient to address other
identified best practice issues?
BMP Not Applicable
Observation
The following issues were also noted during the inspection:
During review of the Bayham Water Distribution contingency plans, it was found that further
consideration by the owner/operator regarding operational protocols to identify potential risk of
water taking from the fire hydrants.
Drinking Water Standalone Distribution Systems may have water taking limits pending the ability
to provide the following: sufficient water supply, adequate water storage, ability to maintain
distribution system pressure during abnormal use, and allowable peak flow capacity during times
of heavy water taking.
Fire protection is one of the most critical operations of the water distribution system. At times of
water taking the system must be operated within the design limits of the infrastructure to prevent
catastrophic failure. The result of such failure could result in not only loss of fire protection, but
the contamination and loss of safe potable water provided to system users.
Ministry of the Environment,
Conservation and Parks
Ministère de l'Environnement, de la Protection
de la nature et des Parcs
Event Number: 1-29967242
A line of communication between the fire service and water distribution operations would be
beneficial not only during the water taking for fire protection but also identify the location of the
fire hydrants used.
Notification to the water operation personnel would also be beneficial to ensure any additional
operational steps be taken regarding water storage levels and that water flow is maintained as per
the systems capacity during the operation of the fire hydrant.
Communication such as this would help to ensure that a qualified person conducted a physical
inspection of the fire hydrant to check operation and proper drainage to prevent hydrant barrel
freezing during cold weather.
The inspection is mandated under the Fire Code section "6.6.5.1. Hydrants shall be inspected
annually and after each use in accordance with Articles 6.6.5.2. to 6.6.5.5."
It is recommended that further consideration regarding operational reporting/protocols as
identified above are reviewed by the Owner/System Water Department, and Bayham Fire and
Emergency Services.
Question ID MRDW1111000
Question Question
Type
Legislative
Requirement
Have Summary Reports for municipal council been
completed on time, include the required content, and
distributed in accordance with the regulatory requirements?
Legislative SDWA | O. Reg.
170/03 | 22-2 |
(1),SDWA | O.
Reg. 170/03 | 22-
2 | (2),SDWA | O.
Reg. 170/03 | 22-
2 | (3),SDWA | O.
Reg. 170/03 | 22-
2 | (4)
Observation
Summary Reports for municipal council were completed on time, included the required content,
and were distributed in accordance with the regulatory requirements.
The Summary Report for the Bayham Water Distribution System has the required content as
specified in O. Reg.170/03, Schedule 22.
The Report is required to be given to municipal council by March 31st of each year.
The Owner provided information that indicated that the report was presented to council on
February 05, 2021.
APPLICATION OF THERISK METHODOLOGY
USED FOR MEASURING MUNICIPAL RESIDENTIAL
DRINKING WATER SYSTEM INSPECTION RESULTS
The Ministry of the Environment (MOE) has a
rigorous and comprehensive inspection program
for municipal residential drinking water systems
(MRDWS). Its objective is to determine the
compliance of MRDWS with requirements under
the Safe Drinking Water Act and associated
regulations. It is the responsibility of the municipal
residential drinking water system owner to ensure
their drinking water systems are in compliance
with all applicable legal requirements.
This document describes the risk rating
methodology, which has been applied to the
findings of the Ministry’s MRDWS inspection
results since fiscal year 2008-09. The primary
goals of this assessment are to encourage ongoing
improvement of these systems and to establish a
way to measure this progress.
MOE reviews the risk rating methodology every
three years.
The Ministry’s Municipal Residential Drinking
Water Inspection Protocol contains 15 inspection
modules consisting of approximately 100 regulatory
questions. Those protocol questions are also linked
to definitive guidance that ministry inspectors use
when conducting MRDWS inspections.
PIBS 6797e
April 2012
ontario.ca/drinkingwater
2 APPLICATION OF RISK METHODOLOGY
The questions address a wide range of regulatory
issues, from administrative procedures to drinking
water quality monitoring. The inspection protocol
also contains a number of non-regulatory questions.
A team of drinking water specialists in the ministry
assessed each of the inspection protocol regulatory
questions to determine the risk (not complying with
the regulation) to the delivery of safe drinking water.
This assessment was based on established provincial
risk assessment principles, with each question re-
ceiving a risk rating referred to as the Question Risk
Rating. Based on the number of areas where a system
is deemed to be non-compliant during the inspection,
and the significance of these areas to administrative,
environmental, and health consequences, a risk-
based inspection rating is calculated by the ministry
for each drinking water system.
It is important to be aware that an inspection rating
less than 100 per cent does not mean the drinking
water from the system is unsafe. It shows areas
where a system’s operation can improve. The ministry
works with owners and operators of systems to make
sure they know what they need to do to achieve full
compliance.
The inspection rating reflects the inspection results
of the specific drinking water system for the report-
ing year. Since the methodology is applied consis-
tently over a period of years, it serves as a compara-
tive measure both provincially and in relation to the
individual system. Both the drinking water system
and the public are able to track the performance over
time, which encourages continuous improvement
and allows systems to identify specific areas requir-
ing attention.
The ministry’s annual inspection program is an im-
portant aspect of our drinking water safety net. The
ministry and its partners share a common commit-
ment to excellence and we continue to work toward
the goal of 100 per cent regulatory compliance.
Determining Potential to Compromise
the Delivery of Safe Water
The risk management approach used for MRDWS
is aligned with the Government of Ontario’s Risk
Management Framework. Risk management is a
systematic approach to identifying potential hazards,
understanding the likelihood and consequences of
the hazards, and taking steps to reduce their risk if
necessary and as appropriate.
The Risk Management Framework provides a formu-
la to be used in the determination of risk:
Every regulatory question in the inspection proto-
col possesses a likelihood value (L) for an assigned
consequence value (C) as described in Table 1 and
Table 2.
TABLE 1:
Likelihood of Consequence Occurring Likelihood Value
0% - 0.99% (Possible but Highly Unlikely)L = 0
1 – 10% (Unlikely)L = 1
11 – 49% (Possible)L = 2
50 – 89% (Likely)L = 3
90 – 100% (Almost Certain)L = 4
TABLE 2:
Consequence Consequence Value
Medium Administrative Consequence C = 1
Major Administrative Consequence C = 2
Minor Environmental Consequence C = 3
Minor Health Consequence C = 4
Medium Environmental Consequence C = 5
Major Environmental Consequence C = 6
Medium Health Consequence C = 7
Major Health Consequence C = 8
RISK = LIKELIHOOD × CONSEQUENCE
(of the consequence)
3APPLICATION OF RISK METHODOLOGY
The consequence values (0 through 8) are selected
to align with other risk-based programs and projects
currently under development or in use within the
ministry as outlined in Table 2.
The Question Risk Rating for each regulatory in-
spection question is derived from an evaluation of
every identified consequence and its correspond-
ing likelihood of occurrence:
• All levels of consequence are evaluated for
their potential to occur
• Greatest of all the combinations is selected.
TABLE 3:
Does the Operator in Charge ensure that the equipment and processes are monitored, inspected and evaluated?
Risk = Likelihood × Consequence
C=1 C=2 C=3 C=4 C=5 C=6 C=7 C=8
Medium
Administrative
Consequence
Major
Administrative
Consequence
Minor
Environmental
Consequence
Minor
Health
Consequence
Medium
Environmental
Consequence
Major
Environmental
Consequence
Medium
Health
Consequence
Major
Health
Consequence
L=4
(Almost
Certain)
L=1
(Unlikely
L=2
(Possible)
L=3
(Likely)
L=3
(Likely)
L=1
(Unlikely
L=3
(Likely)
L=2
(Possible)
R=4 R=2 R=6 R=12 R=15 R=6 R=21 R=16
Application of the Methodology to Inspection Results
The Question Risk Rating quantifies the risk of
non-compliance of each question relative to the
others. Questions with higher values are those with
a potentially more significant impact on drinking
water safety and a higher likelihood of occurrence.
The highest possible value would be 32 (4×8) and the
lowest would be 0 (0×1).
Table 3 presents a sample question showing the
risk rating determination process.
Based on the results of a MRDWS inspection, an
overall inspection risk rating is calculated. During an
inspection, inspectors answer the questions related
to regulatory compliance and input their “yes”, “no”
or “not applicable” responses into the Ministry’s
Laboratory and Waterworks Inspection System
(LWIS) database. A “no” response indicates non-
compliance. The maximum number of regulatory
questions asked by an inspector varies by: system
(i.e., distribution, stand-alone); type of inspection (i.e.,
focused, detailed); and source type (i.e., groundwater,
surface water).
The risk ratings of all non-compliant answers are
summed and divided by the sum of the risk ratings
of all questions asked (maximum question rating).
The resulting inspection risk rating (as a percentage)
is subtracted from 100 per cent to arrive at the final
inspection rating.
4 APPLICATION OF RISK METHODOLOGY
1. Source
2. Permit to Take Water
3. Capacity Assessment
4. Treatment Processes
5. Treatment Process Monitoring
6. Process Wastewater
7. Distribution System
8. Operations Manuals
9. Logbooks
10. Contingency and
Emergency Planning
11. Consumer Relations
12. Certification and Training
13. Water Quality Monitoring
14. Reporting, Notification
and Corrective Actions
15. Other Inspection Findings
For further information, please visit www.ontario.ca/drinkingwater
Figure 1: Year Over Year Distribution of MRDWS Ratings
Reporting Results to MRDWS Owners/Operators
A summary of inspection findings for each system
is generated in the form of an Inspection Rating
Record (IRR). The findings are grouped into the
15 possible modules of the inspection protocol,
0
100
200
300
400
500
600
700
YEAR A YEAR B YEAR C YEAR D YEAR E 100% Rating NUMBER OF INSPECTION RATINGS>95% to 100%>90% to 95%>85% to 90%>50% to 80%>80% to 85%
512 538 572 586 585
137 117 92 77 75
18 13 5 7 7 12 16 8 12 9 33 26 22 18 17
233
281
349 344 406
279
257
223 242
179
5% RATING BANDING BY YEAR
which would provide the system owner/operator
with information on the areas where they need to
improve. The 15 modules are:
Application of the Methodology for Public Reporting
The individual MRDWS Total Inspection Ratings are
published with the ministry’s Chief Drinking Water
Inspector’s Annual Report.
Figure 1 presents the distribution of MRDWS rat-
ings for a sample of annual inspections. Individual
drinking water systems can compare against all the
other inspected facilities over a period of inspection
years.
Ministry of the Environment, Conservation and Parks - Inspection Summary Rating Record (Reporting Year - 2021-2022)
DWS Name:MUNICIPALITY OF BAYHAM DISTRIBUTION SYSTEM
DWS Number:260004748
DWS Owner:THE CORPORATION OF THE MUNICIPALITY OF BAYHAM
Municipal Location:BAYHAM
Regulation:O.REG. 170/03
DWS Category:DW Municipal Residential
Type of Inspection:Detailed
Inspection Date:Feb-8-2022
Ministry Office:London District Office
Maximum Risk Rating:276
Inspection Module Non Compliance Rating
Treatment Processes 0 / 76
Operations Manuals 0 / 42
Logbooks 0 / 30
Certification and Training 0 / 49
Water Quality Monitoring 0 / 71
Reporting & Corrective Actions 0 / 8
Overall - Calculated 0 / 276
Inspection Risk Rating:0.00%
Final Inspection Rating:100.00%
Inspection Rating Record Generated On 2022-03-16 (Inspection ID: 1-29967242)
Ministry of the Environment, Conservation and Parks - Detailed Inspection Rating Record (Reporting Year - 2021-2022)
DWS Name:MUNICIPALITY OF BAYHAM DISTRIBUTION SYSTEM
DWS Number:260004748
DWS Owner Name:THE CORPORATION OF THE MUNICIPALITY OF BAYHAM
Municipal Location:BAYHAM
Regulation:O.REG. 170/03
DWS Category:DW Municipal Residential
Type of Inspection:Detailed
Inspection Date:Feb-8-2022
Ministry Office:London District Office
All legislative requirements were met. No detailed rating scores.
Maximum Question Rating:276
Inspection Risk Rating:0.00%
FINAL INSPECTION RATING:100.00%
Inspection Rating Record Generated On 2022-03-16 (Inspection ID: 1-29967242)
Page | 1
Ministry of the Environment,
Conservation and Parks
Drinking Water and Environmental
Compliance Division
733 Exeter Rd
London ON N6E 1L3
Tel (519) 873-5000
Fax (519) 873-5020
Ministère de l’Environnement, de la
Protection de la nature et des Parcs
Division de la conformité en matière
d’eau potable et d’environnement
733, rue Exeter
London ON N6E 1L3
Tel (519) 873-5000
Fax (519) 873-5020
File No. EL-BA-HE-540 WW# 260074854
February 15, 2022
The Corporation of the Municipality of Bayham
56169 Heritage Line, PO Box 160
Straffordville, Ontario
N0J 1Y0
Attention: Mr. Thomas Thayer (Chief Administrative Officer/ Clerk)
Re: Richmond Community Water Supply System (Water Works #260074854)
Inspection conducted on December 22, 2021
The enclosed Drinking Water Inspection Report outlines non-compliance, if any, with Ministry
legislation, and policies for the above noted water system. Violations noted in this report, if any,
have been evaluated based on community risk. These violations will be monitored for compliance
with the minimum standards for drinking water in Ontario as set forth under the Safe Drinking Water
Act and associated regulations. Where risk is deemed to be high and/or compliance is an ongoing
concern, violations will be forwarded to this Ministry’s Investigation and Enforcement Branch.
Section 19 of the Safe Drinking Water Act (Standard of Care) creates a number of obligations for
individuals who exercise decision-making authority over municipal drinking water systems. Please be
aware that the Ministry has encouraged such individuals, particularly municipal councillors, to take
steps to be better informed about the drinking water systems over which they have decision-making
authority. These steps could include asking for a copy of this inspection report and a review of its
findings. Further information about Section 19 can be found in “Taking Care of Your Drinking Water:
A guide for members of municipal council” found under “Resources” on the Drinking Water Ontario
website at www.ontario.ca/drinkingwater.
Please note the attached IRR methodology memo describing how the risk rating model has improved
to better reflect the health related and administrative non-compliance found in an inspection report.
IRR ratings are published (for the previous inspection year) in the Ministry’s Chief Drinking Water
Inspector’s Annual Report. Please note that due to a change in IT systems, the Inspection
Rating Report (IRR) cannot be generated at the same time as the inspection report. The IRR
Page | 2
will be sent separately and prior to any public release (typically within 1-2 month of the
completion of the inspection).
If you have any questions regarding the report, please feel free to call me at (519) 317-8039
Yours truly,
Jim Miller
Provincial Officer
London District Office
jim.w.miller@ontario.ca
cc. Mr. Ed Roloson
Southwestern Public Health
Long Point Conservation Authority
London District File
Ministry of the Environment,
Conservation and Parks
Ministère de l'Environnement, de la Protection
de la nature et des Parcs
We want to hear from you. How was my service? You can provide feedback at
1-888-745-8888 or Ontario.ca/inspectionfeedback
RICHMOND COMMUNITY DRINKING WATER SYSTEM
9190 RICHMOND RD S, BAYHAM, ON, N5H 2R1
Inspection Report
System Number:260074854
Inspection Start Date:01/13/2022
Inspection End Date:02/15/2022
Inspected By:Jim Miller
Badge #: 1102
__________________
(signature)
Ministry of the Environment,
Conservation and Parks
Ministère de l'Environnement, de la Protection
de la nature et des Parcs
Event Number: 1-29967347
NON-COMPLIANCE/NON-CONFORMANCE ITEMS
The following item(s) have been identified as non-compliance/non-conformance, based on a "No" response
captured for a legislative or best management practice (BMP) question (s), respectively.
Question Group: Other Inspection Findings
Question ID MRDW1116000
Question Question
Type
Legislative Requirement
Were the inspection questions sufficient to address other
identified best practice issues?
BMP Not Applicable
Observation/Corrective Action(s)
The following issues were also noted during the inspection:
During the RCWSS flow capacity review, it was found that raw water taking from the wells and treated
water distributed varied in comparison to the total daily and monthly flow production.
The owner must evaluate all of the flow meter performance and SCADA recording methodology to
ensure the system is operated within the designed engineering standards.
Please note for the inspection review period, total flow from the treatment train and water billing meter
readings was analyzed to verify/quantify the correct water usage.
Ministry of the Environment,
Conservation and Parks
Ministère de l'Environnement, de la Protection
de la nature et des Parcs
Event Number: 1-29967347
INSPECTION DETAILS
This section includes all questions that were assessed during the inspection.
Ministry Program: Regulated Activity: DRINKING WATER : DW Municipal Residential
Question ID MRDW1001000
Question Question
Type
Legislative
Requirement
What was the scope of this inspection?Information Not Applicable
Observation
The primary focus of this inspection is to confirm compliance with Ministry of the Environment,
Conservation and Parks (MECP) legislation as well as evaluating conformance with ministry
drinking water policies and guidelines during the inspection period. The ministry utilizes a
comprehensive, multi-barrier approach in the inspection of water systems that focuses on the
source, treatment, and distribution components as well as management practices.
This drinking water system is subject to the legislative requirements of the Safe Drinking Water
Act, 2002 (SDWA) and regulations made therein, including Ontario Regulation 170/03, "Drinking
Water Systems" (O.Reg. 170/03). This inspection has been conducted pursuant to Section 81 of
the SDWA.
This inspection report does not suggest that all applicable legislation and regulations were
evaluated. It remains the responsibility of the owner to ensure compliance with all applicable
legislative and regulatory requirements.
Provincial Officer Jim Miller conducted an unannounced physical inspection of the Richmond
Community Drinking Water System Water Works # 260074854 on December 22, 2021.
Documents reviewed in association with this report included, but were not limited to:
1/ Municipal Drinking Water Licence (MDWL) #061-102, dated February 6, 2020.
2/ Drinking Water Works Permit (DWWP) #061-202, dated February 6, 2020.
3/ Ministry of Environment Drinking Water Inspection Report 1-O1U5G dated, March 8, 2021,
entitled Richmond Community Drinking Water System Inspection Report inspection date
February 25, 2021.
This report also includes a review and assessment of compliance and operating practices in
relation to the following Acts and Regulations:
1/ Safe Drinking Water Act, 2002;
2/ Drinking Water Systems Regulation, (Ontario Regulation 170/03);
3/ Ontario Drinking-Water Quality Standards (O. Reg 169/03);
4/ Ontario Water Resources Act, 1990;
5/ Certification of Drinking-Water System Operators and Water Quality Analysts (O. Reg.
128/04);
Ministry of the Environment,
Conservation and Parks
Ministère de l'Environnement, de la Protection
de la nature et des Parcs
Event Number: 1-29967347
Other operational documents maintained by the owner/operating authority for the period January
1, 2021 through December 31, 2021 were also reviewed in conjunction with this compliance
evaluation.
Question ID MRDW1000000
Question Question
Type
Legislative
Requirement
Does this drinking water system provide primary
disinfection?
Information Not Applicable
Observation
This Drinking Water System provides for both primary and secondary disinfection and
distribution of water.
Question ID MRDW1007000
Question Question
Type
Legislative
Requirement
Is the owner maintaining the production well(s) in a manner
sufficient to prevent entry into the well of surface water and
other foreign materials?
Legislative SDWA | O. Reg.
170/03 | 1-2 | (1)
Observation
The owner was maintaining the production well(s) in a manner sufficient to prevent entry into the
well of surface water and other foreign materials.
During the site inspection, each well was visually inspected and found in good repair.
The system is served by three (3) production wells and one monitoring well. Two wells (TW2-12,
TW3-12) are overburden and one (1) bedrock well (TW1-10).
It should be noted that the bedrock well (TW1-10) will only be used as back-up.
Question ID MRDW1008000
Question Question
Type
Legislative
Requirement
If there are municipal wells not being used as a raw water
supply, is the owner maintaining the wells in a manner to
prevent the entry of surface water and other foreign
materials?
Legislative OWRA | R.R.O.
1990, Reg. 903 |
21 | (3)
Observation
The owner was maintaining the municipal wells not being used as a raw water supply in a manner
to prevent the entry of surface water and other foreign materials.
Ministry of the Environment,
Conservation and Parks
Ministère de l'Environnement, de la Protection
de la nature et des Parcs
Event Number: 1-29967347
Question ID MRDW1009000
Question Question
Type
Legislative
Requirement
Are measures in place to protect the groundwater and/or
GUDI source in accordance with any MDWL and DWWP
issued under Part V of the SDWA?
Legislative SDWA | 31 | (1)
Observation
Measures were in place to protect the groundwater and/or GUDI source in accordance with any
the Municipal Drinking Water Licence and Drinking Water Works Permit issued under Part V of
the SDWA.
The Operations and Maintenance Manual includes a Well Inspection and Maintenance Plan as
required by the current Municipal Drinking Water Licence #061-102, Issue Number: 3 Schedule
B section 16.2.8 for the inspection and maintenance of the groundwater well.
The Owner must ensure that a Well Inspection and Maintenance Plan for the production and
monitoring wells meet the requirement in the current Municipal Drinking Water Licence
(MDWL). The licence indicates that the Owner shall have an inspection schedule for all wells
associated with the drinking water system, including all production wells, standby wells, test wells
and monitoring wells. Well inspection and maintenance procedures for the entire well structure of
each well including all above and below grade well components.
Question ID MRDW1010000
Question Question
Type
Legislative
Requirement
Are trends in source water quality being monitored?BMP Not Applicable
Observation
Trends in source water quality were being monitored.
Question ID MRDW1014000
Question Question
Type
Legislative
Requirement
Is there sufficient monitoring of flow as required by the
MDWL or DWWP issued under Part V of the SDWA?
Legislative SDWA | 31 | (1)
Observation
There was sufficient monitoring of flow as required by the Municipal Drinking Water Licence or
Drinking Water Works Permit issued under Part V of the SDWA.
The Owner has ensured that a sufficient number of flow measuring devices have been installed,
maintained and operated to measure the flow rate and daily quantity of water being taken from the
source Wells; conveyed to and through the treatment plant; and the flow rate of treated water
supplied to the distribution system.
Municipal Drinking Water Licence #061-102, Issue Number 3 Schedule C Section 2.0 issued for
the RCWSS requires the drinking water system to be equipped with a sufficient number of flow
Ministry of the Environment,
Conservation and Parks
Ministère de l'Environnement, de la Protection
de la nature et des Parcs
Event Number: 1-29967347
measuring devices to permit the continuous measurement and recording of the flow rate and daily
volume of water conveyed into the treatment system and the flow rate and daily volume of water
conveyed from the treatment system to the distribution system.
The RCWSS is equipped with two (2) well flow meters and two (2) distribution meters to comply
with the requirements of the PTTW (if needed) and the Municipal Drinking Water Licence.
Question ID MRDW1015000
Question Question
Type
Legislative
Requirement
Are the flow measuring devices calibrated or verified in
accordance with the requirements of the MDWL issued
under Part V of the SDWA?
Legislative SDWA | 31 | (1)
Observation
The flow measuring devices were calibrated or verified in accordance with the requirements of the
MDWL issued under Part V of the SWDA.
The Owner must continue to ensure that the flow meters are calibrated on an annual basis or in
accordance with the manufacturer instructions and that the calibration records are available for
review.
Question ID MRDW1016000
Question Question
Type
Legislative
Requirement
Is the owner in compliance with the conditions associated
with maximum flow rate or the rated capacity conditions in
the MDWL issued under Part V of the SDWA?
Legislative SDWA | 31 | (1)
Observation
The owner was in compliance with the conditions associated with maximum flow rate or the rated
capacity conditions in the Municipal Drinking Water Licence issued under Part V of the SDWA.
During this inspection period, there were several exceedances of the rated capacity. Records
indicate that the reasons for the exceedances include maintenance (watermain breaks and leaks)
and user demands. The Owner is monitoring usage in the water distribution system and prohibits
recreational use of the limited water supply.
The Owner must ensure that all rated capacity exceedances are properly documented.
The rated capacity listed in the current MDWL for the water treatment system is 43.2 m3/day.
Other components listed also have maximum flow rate limits as listed: nitrate removal system
(0.44 L/s), disinfection pre-treatment (0.5 L/s), and UV disinfection (1.9 L/s).
The water treatment system may be operated temporarily at a maximum daily volume and/or a
maximum flow rate above the values set out in column 2 of Table 1 and column 3 of Table 2
respectively for the purposes of fighting a large fire or for the maintenance of the drinking water
system.
Ministry of the Environment,
Conservation and Parks
Ministère de l'Environnement, de la Protection
de la nature et des Parcs
Event Number: 1-29967347
Additionally, Condition 1.3 does not authorize the discharge into the distribution system of any
water that does not meet all the requirements of this licence and all other regulatory requirements,
including compliance with the Ontario Drinking Water Quality Standards.
Question ID MRDW1017000
Question Question
Type
Legislative
Requirement
Were appropriate records of flows and any capacity
exceedances made in accordance with the MDWL issued
under Part V of the SDWA?
Legislative SDWA | 31 | (1)
Observation
Appropriate records of flows and any capacity exceedances were made in accordance with the
Municipal Drinking Water Licence issued under Part V of the SDWA.
Question ID MRDW1030000
Question Question
Type
Legislative
Requirement
Is primary disinfection chlorine monitoring being conducted
at a location approved by MDWL and/or DWWP issued
under Part V of the SDWA, or at/near a location where the
intended CT has just been achieved?
Legislative SDWA | O. Reg.
170/03 | 7-2 | (1),
SDWA | O. Reg.
170/03 | 7-2 | (2)
Observation
Primary disinfection chlorine monitoring was conducted at a location approved by Municipal
Drinking Water Licence and/or Drinking Water Works Permit issued under Part V of the SDWA,
or at/near a location where the intended CT has just been achieved.
The chlorine monitoring in the pumphouse is conducted after the treated water has passed through
the contact tanks and just after the UV disinfection units. At this point, it is understood that
primary disinfection has taken place as long as the minimum chlorine residual identified in the CT
calculation has been met and the UV disinfection units are in operation.
Details regarding primary disinfection requirements at the pumphouse are contained in the
Operations and Maintenance Manual.
Question ID MRDW1038000
Question Question
Type
Legislative
Requirement
Is continuous monitoring equipment that is being utilized to
fulfill O. Reg. 170/03 requirements performing tests for the
parameters with at least the minimum frequency specified in
the Table in Schedule 6 of O. Reg. 170/03 and recording
data with the prescribed format?
Legislative SDWA | O. Reg.
170/03 | 6-5 | (1)
1-4
Observation
Ministry of the Environment,
Conservation and Parks
Ministère de l'Environnement, de la Protection
de la nature et des Parcs
Event Number: 1-29967347
Continuous monitoring equipment that was being utilized to fulfill O. Reg. 170/03 requirements
was performing tests for the parameters with at least the minimum frequency specified in the
Table in Schedule 6 of O. Reg. 170/03 and recording data with the prescribed format.
The Owner/Operating Authority must always ensure that continuous monitoring and recordings
are conducted as prescribed by O. Reg. 170/03 Schedule 6-5 (1) which states:
" If a drinking water system uses continuous monitoring equipment for sampling and testing that
is required under this Regulation, or under an approval or order, for a parameter set out in the
Table to this section, the owner of the system and the operating authority for the system shall
ensure that the following standards are met:
1. The continuous monitoring equipment must, except when no water is being directed to users of
water sampled by the equipment,
i. test for the parameter with at least the minimum frequency specified in the Table for the
parameter, and
ii. record the date, time, sampling location and result of every test for the parameter with at least
the minimum frequency referred to in subparagraph i.
2. If the continuous monitoring equipment tests for a parameter more often than is required by
subparagraph 1 i, the equipment may, instead of complying with subparagraph 1 ii, i. record the
minimum, maximum and mean results of tests for the parameter for every period that is equal to
the length of time referred to in subparagraph 1 i, along with the sampling location, the date of the
tests conducted during the period and the time at the end of the period, and ii. record the result of
every test that causes an alarm to sound under paragraph 1 of subsection 1.1), along with the
sampling location and the date and time of the test."
Question ID MRDW1036000
Question Question
Type
Legislative
Requirement
Where continuous monitoring equipment is not used for
chlorine residual analysis, are samples tested using an
acceptable portable device?
Legislative SDWA | O. Reg.
170/03 | 6-7 | (1)
Observation
Samples for chlorine residual analysis were tested using an acceptable portable device.
The Operating Authority uses a HACH colorimeter to sample the chlorine residual in the
distribution system.
Question ID MRDW1037000
Question Question
Type
Legislative
Requirement
Are all continuous monitoring equipment utilized for Legislative SDWA | O. Reg.
Ministry of the Environment,
Conservation and Parks
Ministère de l'Environnement, de la Protection
de la nature et des Parcs
Event Number: 1-29967347
sampling and testing required by O. Reg.170/03, or MDWL
or DWWP or order, equipped with alarms or shut-off
mechanisms that satisfy the standards described in Schedule
6?
170/03 | 6-5 | (1)
1-4,SDWA | O.
Reg. 170/03 | 6-5
| (1)5-10,SDWA |
O. Reg. 170/03 |
6-5 | (1.1)
Observation
All continuous monitoring equipment utilized for sampling and testing required by O. Reg.170/03,
or Municipal Drinking Water Licence or Drinking Water Works Permit or order, were equipped
with alarms or shut-off mechanisms that satisfy the standards described in Schedule 6.
RCWSS has several components (chlorine, turbidity, and UV disinfection units) that are linked to
the SCADA system. These components have the ability to trigger an alarm to alert operators and
shutdown the water system to prevent improperly disinfected water or any water quality issues
outside the predetermined set points.
Question ID MRDW1039000
Question Question
Type
Legislative
Requirement
If primary disinfection equipment that does not use
chlorination or chloramination is provided, has the owner
and operating authority ensured that the equipment has a
recording device that continuously records the performance
of the disinfection equipment?
Legislative SDWA | O. Reg.
170/03 | 1-6 | (3)
Observation
The owner and operating authority ensured that the primary disinfection equipment had a
recording device that continuously recorded the performance of the disinfection equipment.
Question ID MRDW1042000
Question Question
Type
Legislative
Requirement
If UV disinfection is used were duty sensors and reference
UV sensors checked and calibrated as per the requirements
of Schedule E of the MDWL or at a frequency as otherwise
recommended by the UV equipment manufacturer?
Legislative SDWA | 31 | (1)
Observation
All UV sensors were checked and calibrated as required.
Duty UV Sensor Checks and Calibration must be completed in accordance with MDWL Schedule
E as below:
1. Duty UV sensors shall be checked on at least a monthly basis against a reference UV sensor or
at a frequency as otherwise recommended by the UV equipment manufacturer;
2. When comparing a duty UV sensor to a reference UV sensor, the calibration ratio (intensity
Ministry of the Environment,
Conservation and Parks
Ministère de l'Environnement, de la Protection
de la nature et des Parcs
Event Number: 1-29967347
measured with the duty UV sensor/intensity measured with the reference UV sensor) shall be less
than or equal to 1.2;
3. If the calibration ratio is greater than 1.2, the duty UV sensor shall be replaced with a calibrated
UV sensor or a UV sensor correction factor shall be applied while the problem with the UV sensor
is being resolved;
4. Reference UV sensors shall be checked against a Master Reference Assembly at a minimum
frequency of once every three years or on a more frequent basis depending upon the
recommendations of the equipment manufacturer.
Notes: (1). The owner is not required to comply with the requirements of 1 through 4 above.
(2). In exchange for above note (1), the UV system shall be maintained according to UV
manufacturer's instruction.
Documentation provided indicates that UV sensors checked are as per the manufactures
recommendations typically on a annual basis.
Question ID MRDW1035000
Question Question
Type
Legislative
Requirement
Are operators examining continuous monitoring test results
and are they examining the results within 72 hours of the
test?
Legislative SDWA | O. Reg.
170/03 | 6-5 | (1)
1-4,SDWA | O.
Reg. 170/03 | 6-5
| (1)5-10
Observation
Operators were examining continuous monitoring test results and they were examining the results
within 72 hours of the test.
Documentation provided at the time of inspection, indicate that the data was reviewed within the
prescribed 72-hour period. Typically, the operator reviews the data daily and records the
minimum, maximum and average free chlorine values on the daily log sheet.
Daily summary sheets that provide an overview (minimum, maximum and average values) of the
SCADA data are printed daily. This information is reviewed, dated and signed off by a certified
operator. Any exceedances of a parameter (free chlorine, flow etc.) are highlighted on the
summary sheet. All abnormalities are recorded on the daily sheet and / or in the pumphouse
logbook.
The operator must ensure that the five-minute data is also reviewed in detail to ensure that the
record is complete i.e. (loss of data due to communications failure, logger malfunction etc.) and
free of erroneous data.
Question ID MRDW1040000
Question Question
Type
Legislative
Requirement
Ministry of the Environment,
Conservation and Parks
Ministère de l'Environnement, de la Protection
de la nature et des Parcs
Event Number: 1-29967347
Are all continuous analysers calibrated, maintained, and
operated, in accordance with the manufacturer's instructions
or the regulation?
Legislative SDWA | O. Reg.
170/03 | 6-5 | (1)
1-4,SDWA | O.
Reg. 170/03 | 6-5
| (1)5-10
Observation
All continuous analysers were calibrated, maintained, and operated, in accordance with the
manufacturer's instructions or the regulation.
The chlorine and turbidity analyzers in the pumphouse are checked and calibrated regularly and
this information is recorded on log sheets by operators.
The Owner provided records to indicate that the analyzers are calibrated monthly by operators and
on a yearly basis by a service technician.
Question ID MRDW1108000
Question Question
Type
Legislative
Requirement
Where continuous monitoring equipment used for the
monitoring of free chlorine residual, total chlorine residual,
combined chlorine residual or turbidity, required by
Regulation 170, an Order, MDWL, or DWWP issued under
Part V, SDWA, has triggered an alarm or an automatic shut-
off, did a qualified person respond in a timely manner and
take appropriate actions?
Legislative SDWA | O. Reg.
170/03 | 6-5 | (1)
1-4,SDWA | O.
Reg. 170/03 | 6-5
| (1)5-10,SDWA |
O. Reg. 170/03 |
6-5 | (1.1)
Observation
Where required continuous monitoring equipment used for the monitoring of chlorine residual
and/or turbidity triggered an alarm or an automatic shut-off, a qualified person responded in a
timely manner and took appropriate actions.
Details of alarm responses are written in the facility logbook by operators. The operator typically
makes a log record to indicate the actions taken for each specific set point exceedance.
After reviewing the monitoring data provided by the owner/Operating Authority, it was found that
operators responded to the alarms generated during the inspection period within a reasonable
amount of time.
It should be noted that the Municipality of Bayham has implemented a new electronic digital log
recording system. Operator's are entering operational activities (secured log entry) in real time via
a portable tablet system. All information entered is validated as per the date and time entries made
by each operator. The digital log information is currently backed up at three separate locations to
help prevent any loss of information.
Read only access to the digital data base was granted to the MECP for inspection. Review of the
log records provided for the inspection period are compliant with the legislative requirements.
Ministry of the Environment,
Conservation and Parks
Ministère de l'Environnement, de la Protection
de la nature et des Parcs
Event Number: 1-29967347
Question ID MRDW1109000
Question Question
Type
Legislative
Requirement
If the system uses equipment for primary disinfection other
than chlorination or chloramination and the equipment has
malfunctioned, lost power or ceased to provide the
appropriate level of disinfection, causing an alarm or an
automatic shut-off, did a qualified person respond in a
timely manner and take appropriate actions?
Legislative SDWA | O. Reg.
170/03 | 1-6 | (1)
Observation
When the primary disinfection equipment, other than that used for chlorination or chloramination,
has failed causing an alarm to sound or an automatic shut-off to occur, a certified operator
responded in a timely manner and took appropriate actions.
After reviewing the monitoring data provided by the Owner/Operating Authority, it was found
that operators responded to the alarms generated during the inspection period within a reasonable
amount of time.
Question ID MRDW1033000
Question Question
Type
Legislative
Requirement
Is the secondary disinfectant residual measured as required
for the large municipal residential distribution system?
Legislative SDWA | O. Reg.
170/03 | 7-2 | (3),
SDWA | O. Reg.
170/03 | 7-2 | (4)
Observation
The secondary disinfectant residual was measured as required for the distribution system.
In accordance with 7-2 (5) The owner of a small municipal residential system that provides
secondary disinfection and the operating authority for the system shall ensure that at least two
distribution samples are taken each week in accordance with subsection (6) and are tested
immediately for, (a) free chlorine residual, if the system provides chlorination and;
(6) At least one of the distribution samples referred to in subsection (5) must be taken at least 48
hours after, and during the same week as, one of the other distribution samples referred to in
subsection (5).
All distribution free available chlorine (FAC) residual measurements provided by the
Owner/Operating Authority, during the inspection review were appropriately documented
including the time, date, FAC residual and the person who analyzed the sample.
Log records indicate that the operators perform two (2) chlorine residual tests in the distribution
system on one day and they perform two (2) additional tests at least 48 hours later during the same
week.
Ministry of the Environment,
Conservation and Parks
Ministère de l'Environnement, de la Protection
de la nature et des Parcs
Event Number: 1-29967347
Question ID MRDW1031000
Question Question
Type
Legislative
Requirement
Are operators aware of the operational criteria necessary to
achieve primary disinfection within the drinking water
system?
BMP Not Applicable
Observation
Operators were aware of the operational criteria necessary to achieve primary disinfection within
the drinking water system.
The operators are aware that a combination of UV disinfection and a specific concentration of free
chlorine is required to achieve primary disinfection for the raw water supply. The operators were
also aware that the large contact tanks in the pumphouse are used to develop contact time (CT)
values for proper disinfection.
Question ID MRDW1032000
Question Question
Type
Legislative
Requirement
If the drinking water system obtains water from a surface
water source and provides filtration, is continuous
monitoring of each filter effluent line being performed for
turbidity?
Legislative SDWA | O. Reg.
170/03 | 7-3 | (2)
Observation
Continuous monitoring of each filter effluent line was being performed for turbidity.
The groundwater source is considered GUDI without effective in-situ filtration. There are two
separate cartridge filter treatment trains. Turbidity is monitored continuously after the cartridge
filters with turbidity analyzers.
It should be noted that no disinfection removal credits are given to the filtration system.
Question ID MRDW1034000
Question Question
Type
Legislative
Requirement
Is the secondary disinfectant residual measured as required
for the small municipal residential distribution system?
Legislative SDWA | O. Reg.
170/03 | 7-2 | (5),
SDWA | O. Reg.
170/03 | 7-2 | (6)
Observation
The secondary disinfectant residual was measured as required for the distribution system.
All distribution free available chlorine (FAC) residual measurements provided by the
Owner/Operating Authority, during the inspection review were appropriately documented
including the time, date, FAC residual and the person who analyzed the sample.
Ministry of the Environment,
Conservation and Parks
Ministère de l'Environnement, de la Protection
de la nature et des Parcs
Event Number: 1-29967347
Log records indicate that the operators perform two (2) chlorine residual tests in the distribution
system on one day and they perform two (2) additional tests at least 48 hours later during the same
week.
Question ID MRDW1018000
Question Question
Type
Legislative
Requirement
Has the owner ensured that all equipment is installed in
accordance with Schedule A and Schedule C of the Drinking
Water Works Permit?
Legislative SDWA | 31 | (1)
Observation
The owner had ensured that all equipment was installed in accordance with Schedule A and
Schedule C of the Drinking Water Works Permit.
During the onsite inspection, the equipment located at the RCWSS was reviewed against the
description in the Richmond Community Drinking Water System Drinking Water Works Permit
#061-202, Issue Number 4 issued February 6, 2020.
The equipment at the RCWSS was observed to be comparatively consistent with the descriptions
in the Works Permit.
Question ID MRDW1023000
Question Question
Type
Legislative
Requirement
Do records indicate that the treatment equipment was
operated in a manner that achieved the design capabilities
required under Ontario Regulation 170/03 or a DWWP
and/or MDWL issued under Part V of the SDWA at all times
that water was being supplied to consumers?
Legislative SDWA | O. Reg.
170/03 | 1-2 | (2)
Observation
Records indicated that the treatment equipment was operated in a manner that achieved the design
capabilities required under Ontario Regulation 170/03 or a Drinking Water Works Permit and/or
Municipal Drinking Water Licence issued under Part V of the SDWA at all times that water was
being supplied to consumers.
The RCWSS utilizes UV irradiation and sodium hypochlorite for the disinfection of the raw water
supply (GUDI). The water system uses SCADA to capture data related to the chlorine analyzers,
turbidity analyzers, flow meters and nitrate analyzer.
Daily SCADA summary sheets were provided for the inspection period, and the information
contained on these sheets indicate that the water system was functioning as designed to achieve
primary disinfection of the groundwater supply.
The UV system has built-in sensors that monitor the UV dose and if the system develops
problems, the system will activate a solenoid valve which will shut off the water supply to prevent
Ministry of the Environment,
Conservation and Parks
Ministère de l'Environnement, de la Protection
de la nature et des Parcs
Event Number: 1-29967347
improperly disinfected water from entering the distribution system.
Question ID MRDW1024000
Question Question
Type
Legislative
Requirement
Do records confirm that the water treatment equipment
which provides chlorination or chloramination for secondary
disinfection purposes was operated so that at all times and
all locations in the distribution system the chlorine residual
was never less than 0.05 mg/l free or 0.25 mg/l combined?
Legislative SDWA | O. Reg.
170/03 | 1-2 | (2)
Observation
Records confirmed that the water treatment equipment which provides chlorination or
chloramination for secondary disinfection purposes was operated so that at all times and all
locations in the distribution system the chlorine residual was never less than 0.05 mg/l free or 0.25
mg/l combined.
Documentation reviewed for the inspection period, indicates that the free chlorine residual for the
distribution system was within acceptable limits during this inspection period.
It should be noted that any records provided indicating less than 0.05 mg/L of free chlorine in the
distribution system was logged by the operator and included the reason for the erroneous readings
and any corrective actions taken (i.e. meter calibration).
Question ID MRDW1025000
Question Question
Type
Legislative
Requirement
Were all parts of the drinking water system that came in
contact with drinking water (added, modified, replaced or
extended) disinfected in accordance with a procedure listed
in Schedule B of the Drinking Water Works Permit?
Legislative SDWA | 31 | (1)
Observation
All parts of the drinking water system were disinfected in accordance with a procedure listed in
Schedule B of the Drinking Water Works Permit.
Documentation reviewed for the inspection period, indicate that the operating authority typically
met with record keeping and disinfection requirements to satisfy the standards.
Drinking Water Works Permit DWWP # 061-201 Issue #4 Section 2.3 of Schedule B stipulates
that all parts of the drinking water system in contact with drinking water which are added,
modified, replaced, extended; or taken out of service for inspection, repair or other activities that
may lead to contamination, shall be disinfected before being put into service in accordance with a
procedure approved by the Director or in accordance with the applicable provisions of the
following documents:
a) The ministry's Watermain Disinfection Procedure, dated November 2015;
Ministry of the Environment,
Conservation and Parks
Ministère de l'Environnement, de la Protection
de la nature et des Parcs
Event Number: 1-29967347
b) Subject to condition 2.3.2, any updated version of the ministry's Watermain Disinfection
Procedure;
c) AWWA C652 – Standard for Disinfection of Water-Storage Facilities;
d) AWWA C653 – Standard for Disinfection of Water Treatment Plants; and
e) AWWA C654 – Standard for Disinfection of Wells.
Question ID MRDW1026000
Question Question
Type
Legislative
Requirement
If primary disinfection equipment that does not use
chlorination or chloramination is provided, is the equipment
equipped with alarms or shut-off mechanisms that satisfy the
standards described in Section 1-6 (1) of Schedule 1 of
Ontario Regulation 170/03?
Legislative SDWA | O. Reg.
170/03 | 1-6 | (1)
Observation
The primary disinfection equipment was equipped with alarms or shut-off mechanisms that
satisfied the standards described in Section 1-6 (1) of Schedule 1 of Ontario Regulation 170/03.
The UV disinfection system in the pumphouse is equipped with solenoid valves that will stop the
flow of water in the event of a system failure. The UV alarms are dispatched electronically and
must be acknowledged / acted upon by an operator.
Question ID MRDW1027000
Question Question
Type
Legislative
Requirement
Does the owner have evidence indicating that all chemicals
and materials which come in contact with water within the
drinking water system have met all applicable AWWA and
ANSI standards in accordance with the DWWP and MDWL
issued under Part V of the SDWA?
Legislative SDWA | 31 | (1)
Observation
The owner had evidence indicating that all chemicals and materials that come in contact with
water within the drinking water system met the AWWA and ANSI standards in accordance with
the Municipal Drinking Water Licence and Drinking Water Works Permit issued under Part V of
the SDWA.
The Owner provided records to indicate that treatment chemicals (sodium hypochlorite) were NSF
certified. The Owner is also aware that materials that come into contact with drinking water must
meet applicable requirements.
Question ID MRDW1028000
Question Question
Type
Legislative
Requirement
Ministry of the Environment,
Conservation and Parks
Ministère de l'Environnement, de la Protection
de la nature et des Parcs
Event Number: 1-29967347
Are up-to-date plans for the drinking water system kept in
place, or made available in such a manner, that they may be
readily viewed by all persons responsible for all or part of
the operation of the drinking water system in accordance
with the DWWP and MDWL issued under Part V of the
SDWA?
Legislative SDWA | 31 | (1)
Observation
Up-to-date plans for the drinking water system were kept in a place, or made available in such a
manner, that they could be readily viewed by all persons responsible for all or part of the
operation of the drinking water system in accordance with the DWWP and MDWL issued under
Part V of the SDWA.
Question ID MRDW1045000
Question Question
Type
Legislative
Requirement
Has the owner updated the document describing the
distribution components within 12 months of completion of
alterations to the system?
Legislative SDWA | 31 | (1)
Observation
The owner had up-to-date documents describing the distribution components as required.
Question ID MRDW1046000
Question Question
Type
Legislative
Requirement
Is there a backflow prevention program, policy and/or bylaw
in place that addresses cross connections and connections to
high hazard facilities?
BMP Not Applicable
Observation
There is a backflow prevention program, policy and/or bylaw in place.
There is a policy in place in regards to cross connections and backflow prevention. The policy
indicates that "no person shall connect, cause to be connected or permit to remain connected to the
potable water system in a manner which may allow for water, wastewater, non-potable water, or
any liquid or chemical to enter the waterworks system."
Question ID MRDW1048000
Question Question
Type
Legislative
Requirement
Has the owner implemented a program for the flushing of
watermains as per industry standards?
BMP Not Applicable
Observation
The owner had implemented a program for the flushing of watermains as per industry standards.
The Owner has a maintenance procedure for the flushing of watermains. Log records indicate that
Ministry of the Environment,
Conservation and Parks
Ministère de l'Environnement, de la Protection
de la nature et des Parcs
Event Number: 1-29967347
flushing of watermains occurs on a yearly basis and records are maintained of this activity.
Question ID MRDW1049000
Question Question
Type
Legislative
Requirement
Do records confirm that disinfectant residuals are routinely
checked at the extremities and dead ends of the distribution
system?
BMP Not Applicable
Observation
Records confirmed that disinfectant residuals were routinely checked at the extremities and "dead
ends" of the distribution system.
The chlorine residual tests are taken at the "blow-offs". These designated locations are the
endpoints in the distribution system.
Question ID MRDW1050000
Question Question
Type
Legislative
Requirement
Is there a program in place for inspecting and exercising
valves?
BMP Not Applicable
Observation
A program was in place for inspecting and exercising valves.
The Owner indicated that a program for exercising valves is in place. There are logbook entries
that indicate that operators exercise valves. All valves are typically tested and exercised manually
on a yearly basis and records are kept of this maintenance activity.
Question ID MRDW1053000
Question Question
Type
Legislative
Requirement
Is the Owner able to maintain proper pressures in the
distribution system and is pressure monitored to alert the
operator of conditions which may lead to loss of pressure
below the value under which the system is designed to
operate?
BMP Not Applicable
Observation
The owner was able to maintain proper pressures in the distribution system and pressure was
monitored to alert the operator of conditions which may lead to loss of pressure below the value
under which the system is designed to operate.
Typically during normal operational conditions the design of the Richmond Facility is capable of
maintaining sufficient system pressure at all times. Low pressure alarms were recorded via the
SCADA system during intermittent equipment failure or power outage events.
Ministry of the Environment,
Conservation and Parks
Ministère de l'Environnement, de la Protection
de la nature et des Parcs
Event Number: 1-29967347
Question ID MRDW1058000
Question Question
Type
Legislative
Requirement
Do operators and maintenance personnel have ready access
to operations and maintenance manuals?
Legislative SDWA | O. Reg.
128/04 | 28
Observation
Operators and maintenance personnel had ready access to operations and maintenance manuals.
The Owner/Operating Authority provided documentation confirming that the operators and
maintenance personnel in the subsystem have been provided ready access to comprehensive
operation and maintenance manuals that contain plans, drawings and process descriptions
sufficient for the safe and efficient operation of the subsystem as required by O. Reg. 128/04, s.
28.
Question ID MRDW1063000
Question Question
Type
Legislative
Requirement
For every required operational test and for every required
sample, is a record made of the date, time, location, name of
the person conducting the test and result of the test?
Legislative SDWA | O. Reg.
170/03 | 6-10 | (1)
Observation
For every required operational test and every required sample, a record was made of the date,
time, location, name of the person conducting the test and result of the test.
A review of Log Records, Chain of Custody forms and Certificates of Analysis related to
regulated water samples indicate that the required information is being recorded by operators.
Question ID MRDW1064000
Question Question
Type
Legislative
Requirement
Did the operator-in-charge ensure that records were
maintained of all adjustments made to the processes within
his or her responsibility?
Legislative SDWA | O. Reg.
128/04 | 26 | (2)
Observation
The operator-in-charge ensured that records were maintained of all adjustments made to the
processes within his or her responsibility.
The operator-in-charge (OIC) inputs data into the electronic logbooks and log sheets concerning
observations, adjustments and maintenance performed on the drinking water system. The OIC is
required to direct other operators regarding system operation and maintenance and logbook / log
sheet entries.
Question ID MRDW1065000
Ministry of the Environment,
Conservation and Parks
Ministère de l'Environnement, de la Protection
de la nature et des Parcs
Event Number: 1-29967347
Question Question
Type
Legislative
Requirement
Are logs and other record keeping mechanisms available for
at least five (5) years?
Legislative SDWA | O. Reg.
128/04 | 27 | (6)
Observation
Logs or other record keeping mechanisms were available for at least five (5) years.
The Owner indicated that records are kept for an extended period of time and that there is a
records retention bylaw in place.
In accordance with O. Reg. 128/04 section 27(6) "The owner or operating authority shall ensure
that logs and other record-keeping mechanisms are accessible at the subsystem,
(a) for at least five years after the last entry in it was made, in the case of a log or record keeping
mechanism that is kept in a book or document form or kept on a similarly fixed basis; or
(b) for at least five years after each entry in it was made, in the case of a log or record- keeping
mechanism that is kept on a loose-leaf or electronic basis or kept on a similarly continuous basis."
O. Reg. 128/04, s. 27 (6).
Question ID MRDW1059000
Question Question
Type
Legislative
Requirement
Do the operations and maintenance manuals contain plans,
drawings and process descriptions sufficient for the safe and
efficient operation of the system?
Legislative SDWA | O. Reg.
128/04 | 28
Observation
The operations and maintenance manuals contained plans, drawings and process descriptions
sufficient for the safe and efficient operation of the system.
The Owner/Operating Authority provided documentation confirming that the operators and
maintenance personnel in the subsystem have been provided ready access to comprehensive
operation and maintenance manuals that contain plans, drawings and process descriptions
sufficient for the safe and efficient operation of the subsystem as required by O. Reg. 128/04, s.
28.
Question ID MRDW1060000
Question Question
Type
Legislative
Requirement
Do the operations and maintenance manuals meet the
requirements of the DWWP and MDWL issued under Part V
of the SDWA?
Legislative SDWA | 31 | (1)
Observation
The operations and maintenance manuals met the requirements of the Drinking Water Works
Permit and Municipal Drinking Water Licence issued under Part V of the SDWA.
During the site inspection, the operations and maintenance manuals provided for review treatment
Ministry of the Environment,
Conservation and Parks
Ministère de l'Environnement, de la Protection
de la nature et des Parcs
Event Number: 1-29967347
facility included a list of the criteria as set out by the RCWSS Municipal Drinking Water Licence
#061-102, Schedule B 16.0 Operations and Maintenance Manuals.
The Owner/Operating Authority should conduct a detailed review and evaluation (ensure
information contained within the operations manuals is relevant to current operations and system
drawings) of the Operations and Maintenance Manuals currently in place, to meet with the
prescribed regulatory framework.
Question ID MRDW1061000
Question Question
Type
Legislative
Requirement
Are logbooks properly maintained and contain the required
information?
Legislative SDWA | O. Reg.
128/04 | 27 | (1),
SDWA | O. Reg.
128/04 | 27 | (2),
SDWA | O. Reg.
128/04 | 27 | (3),
SDWA | O. Reg.
128/04 | 27 | (4),
SDWA | O. Reg.
128/04 | 27 | (5),
SDWA | O. Reg.
128/04 | 27 | (6),
SDWA | O. Reg.
128/04 | 27 | (7)
Observation
Logbooks were properly maintained and contained the required information.
During the review of the RCWSS logbooks, it was found that entries had been made by the
operators to fulfill the requirements as prescribed under O. Reg. 128/04 s 27.
Logbook records identifying daily activities, operational checks, etc. was in place at the time of
inspection. Operational logs are a key component for the safe and efficient operation of a facility.
It should be noted that the Municipality of Bayham has implemented an electronic digital log
recording system.Operator's are entering operational activities (secured log entry) in real time via
a portable tablet system. All information entered is validated as per the date and time entries made
by each operator. The digital log information is currently backed up at three separate locations to
help prevent any loss of information.
Read only access to the digital data base was granted to the MECP for inspection. Review of the
records provided for the inspection period are compliant with the legislative requirements.
Question ID MRDW1062000
Question Question Legislative
Ministry of the Environment,
Conservation and Parks
Ministère de l'Environnement, de la Protection
de la nature et des Parcs
Event Number: 1-29967347
Type Requirement
Do records or other record keeping mechanisms confirm that
operational testing not performed by continuous monitoring
equipment is being done by a certified operator, water
quality analyst, or person who meets the requirements of O.
Reg. 170/03 7-5?
Legislative SDWA | O. Reg.
170/03 | 7-5
Observation
Records or other record keeping mechanisms confirmed that operational testing not performed by
continuous monitoring equipment was being done by a certified operator, water quality analyst, or
person who suffices the requirements of O. Reg. 170/03 7-5.
All log records regarding O. Reg. 170/03 7-5 reviewed during the inspection period, identified the
names of all operators of the facility and their respective signatures and/or initials. It should be
noted that any entries in the log must be identified by the person making the entry in the logs. An
example of this is if multiple operators make entries in the log. If this occurs, those persons must
clearly identify who made the entry (i.e. by signature or initial).
Question ID MRDW1066000
Question Question
Type
Legislative
Requirement
Is spill containment provided for process chemicals and
standby power generator fuel?
BMP Not Applicable
Observation
Spill containment was provided for process chemicals and/or standby power generator fuel.
Question ID MRDW1067000
Question Question
Type
Legislative
Requirement
Are clean-up equipment and materials in place for the clean
up of spills?
BMP Not Applicable
Observation
Clean-up equipment and materials were in place for the clean up of spills.
Question ID MRDW1068000
Question Question
Type
Legislative
Requirement
If available, are standby power generators tested under
normal load conditions?
BMP Not Applicable
Observation
Standby power generators were tested under normal load conditions.
Question ID MRDW1069000
Question Question Legislative
Ministry of the Environment,
Conservation and Parks
Ministère de l'Environnement, de la Protection
de la nature et des Parcs
Event Number: 1-29967347
Type Requirement
Are all storage facilities completely covered and secure?BMP Not Applicable
Observation
All storage facilities were completely covered and secure.
Question ID MRDW1070000
Question Question
Type
Legislative
Requirement
Are air vents and overflows associated with reservoirs and
elevated storage structures equipped with screens?
BMP Not Applicable
Observation
Air vents and overflows associated with reservoirs and elevated storage structures were equipped
with screens.
Question ID MRDW1071000
Question Question
Type
Legislative
Requirement
Has the owner provided security measures to protect
components of the drinking water system?
BMP Not Applicable
Observation
The owner had provided security measures to protect components of the drinking water system.
The pumphouse has a door intrusion alarm connected to the system auto-dialer. The production
wells across the road have a gated compound with a chain link fence enclosure.
It is also recommended that barriers be placed beside the well located near the pumphouse to
prevent possible vehicular damage.
Question ID MRDW1072000
Question Question
Type
Legislative
Requirement
Has the owner and/or operating authority undertaken efforts
to promote water conservation and reduce water losses in
their system?
BMP Not Applicable
Observation
The owner and/or operating authority undertook efforts to promote water conservation and reduce
water losses in their system.
By-law No. 2013-064 is in place to regulate the use of the water supply in the Municipality of
Bayham serving the Richmond Drinking Water System.
Question ID MRDW1073000
Question Question Legislative
Ministry of the Environment,
Conservation and Parks
Ministère de l'Environnement, de la Protection
de la nature et des Parcs
Event Number: 1-29967347
Type Requirement
Has the overall responsible operator been designated for all
subsystems which comprise the drinking water system?
Legislative SDWA | O. Reg.
128/04 | 23 | (1)
Observation
The overall responsible operator has been designated for each subsystem.
The Richmond Community Drinking Water System is classed as a Class 2 Water Treatment (#
9147) and Class 1 Water Distribution (# 9148) System.
At the time of inspection, the designated ORO possessed an operator certificate that was equal to
the classification level of the water system.
Question ID MRDW1074000
Question Question
Type
Legislative
Requirement
Have operators in charge been designated for all subsystems
for which comprise the drinking water system?
Legislative SDWA | O. Reg.
128/04 | 25 | (1)
Observation
Operators-in-charge had been designated for all subsystems which comprised the drinking water
system.
During the inspection period, it was found that the Operators responsible for the operations of the
RCWSS recorded the names of the operator-in-charge (OIC) in the facility log records.
Question ID MRDW1075000
Question Question
Type
Legislative
Requirement
Do all operators possess the required certification?Legislative SDWA | O. Reg.
128/04 | 22
Observation
All operators possessed the required certification.
A review of the operational staff certificates at the RCWSS indicates that during the inspection
period, all operators of the drinking water system/subsystems had adequate certification.
Question ID MRDW1076000
Question Question
Type
Legislative
Requirement
Do only certified operators make adjustments to the
treatment equipment?
Legislative SDWA | O. Reg.
170/03 | 1-2 | (2)
Observation
Only certified operators made adjustments to the treatment equipment.
Ministry of the Environment,
Conservation and Parks
Ministère de l'Environnement, de la Protection
de la nature et des Parcs
Event Number: 1-29967347
Documentation provided at the time of inspection, (logbooks and other record keeping
mechanisms) indicated that only certified operational staff made adjustments to
treatment/distribution system processes.
The Owner/Operating Authority must be aware that the Safe Drinking Water Act (SDWA)
Section 11. (1) 5 require the owner and/or the operating authority to ensure that the personnel at
the drinking-water system are under the supervision of persons having the prescribed
qualifications.
The Owner/Operating Authority can reference the web site at the following link:
https://www.ontario.ca/page/certification-guide-operators-and-water-quality-analysts
"Certification Guide for Operators and Water Quality Analysts of Drinking Water Systems",
section 5 "Certification of Operators" which identifies functions that must be performed by a
certified operator. The Certification Guide identifies that certain duties must be performed by a
certified operator, or at least have a certified operator (or P. Eng. designated as OIC) physically
present and monitoring the work being performed. It also identifies duties that can be undertaken
by uncertified personnel without the direct physical supervision of the person with prescribed
qualifications. However, this does not relieve the OIC from ensuring responsibilities under O.
Reg. 128/04 s. 26 (2) are met for any work in the drinking-water system.
It is recommended that the guide be provided to the system operational staff for informational
purposes to heighten operator's awareness, and to help them fully understand their legal
responsibilities and certification compliance requirements.
Question ID MRDW1078000
Question Question
Type
Legislative
Requirement
In instances where the overall responsible operator was
unable to act, was an adequately certified operator
designated to act in place of the overall responsible
operator?
Legislative SDWA | O. Reg.
128/04 | 23 | (1),
SDWA | O. Reg.
128/04 | 23 | (2),
SDWA | O. Reg.
128/04 | 23 | (3),
SDWA | O. Reg.
128/04 | 23 | (4),
SDWA | O. Reg.
128/04 | 23 | (5),
SDWA | O. Reg.
128/04 | 23 | (6),
SDWA | O. Reg.
128/04 | 23 | (7)
Observation
An adequately licenced operator was designated to act in place of the overall responsible operator
when the overall responsible operator was unable to act.
Ministry of the Environment,
Conservation and Parks
Ministère de l'Environnement, de la Protection
de la nature et des Parcs
Event Number: 1-29967347
During absences, the ORO assigns a back-up ORO to oversee the drinking water system and all
operators have the appropriate certificate to act as ORO.
Question ID MRDW1099000
Question Question
Type
Legislative
Requirement
Do records show that all water sample results taken during
the inspection review period did not exceed the values of
tables 1, 2 and 3 of the Ontario Drinking Water Quality
Standards (O. Reg.. 169/03)?
Information Not Applicable
Observation
Records showed that all water sample results taken during the inspection review period did not
exceed the values of tables 1, 2 and 3 of the Ontario Drinking Water Quality Standards (O.Reg.
169/03).
After reviewing laboratory results and monitoring data provided by the operating authority, it was
found that water provided by the system fully met the requirements of the prescribed drinking
water quality standards during the inspection review period.
There were no exceedances of the values of tables 1, 2, and 3 of the Ontario Drinking Water
Quality Standards (Ontario Regulation 169/03) during the inspection review period.
Question ID MRDW1080000
Question Question
Type
Legislative
Requirement
Are all microbiological water quality monitoring
requirements for raw water samples prescribed by legislation
being met?
Legislative SDWA | O. Reg.
170/03 | 11-3 |
(1),SDWA | O.
Reg. 170/03 | 11-
3 | (3)
Observation
All microbiological water quality monitoring requirements for raw water samples were being met.
Raw water samples from each production well are being taken and analyzed on a monthly basis.
Question ID MRDW1084000
Question Question
Type
Legislative
Requirement
Are all inorganic water quality monitoring requirements
prescribed by legislation conducted within the required
frequency?
Legislative SDWA | O. Reg.
170/03 | 13-2
Observation
All inorganic water quality monitoring requirements prescribed by legislation were conducted
Ministry of the Environment,
Conservation and Parks
Ministère de l'Environnement, de la Protection
de la nature et des Parcs
Event Number: 1-29967347
within the required frequency.
In accordance with O. Reg. 170/03, Schedule 13-2, the owner of the Richmond Community
Drinking Water System shall ensure that a sample is taken and tested for every parameter set out
in Schedule 23 of the regulation at least every (60) sixty months. Monitoring for inorganics was
completed on January 13, 2020.
All sample results show that the treated water was within acceptable limits for the parameters
listed in Schedule 23 of O. Reg. 170/03.
Question ID MRDW1085000
Question Question
Type
Legislative
Requirement
Are all organic water quality monitoring requirements
prescribed by legislation conducted within the required
frequency?
Legislative SDWA | O. Reg.
170/03 | 13-4 |
(1),SDWA | O.
Reg. 170/03 | 13-
4 | (2),SDWA | O.
Reg. 170/03 | 13-
4 | (3)
Observation
All organic water quality monitoring requirements prescribed by legislation were conducted
within the required frequency.
In accordance with O. Reg. 170/03, Schedule 13-4, the owner of the Richmond Community
Drinking Water System shall ensure that a sample is taken and tested for every parameter set out
in Schedule 24 of the regulation at least every (60) sixty months. Monitoring for organics was last
completed on January 13, 2020. Therefore, the monitoring requirements for organics have been
met.
All sample results show that the treated water is within acceptable limits for the parameters listed
in Schedule 24 of O. Reg. 170/03.
Question ID MRDW1086000
Question Question
Type
Legislative
Requirement
Are all haloacetic acid water quality monitoring
requirements prescribed by legislation conducted within the
required frequency and at the required location?
Legislative SDWA | O. Reg.
170/03 | 13-6.1 |
(1),SDWA | O.
Reg. 170/03 | 13-
6.1 | (2),SDWA |
O. Reg. 170/03 |
13-6.1 | (3),
Ministry of the Environment,
Conservation and Parks
Ministère de l'Environnement, de la Protection
de la nature et des Parcs
Event Number: 1-29967347
SDWA | O. Reg.
170/03 | 13-6.1 |
(4),SDWA | O.
Reg. 170/03 | 13-
6.1 | (5),SDWA |
O. Reg. 170/03 |
13-6.1 | (6)
Observation
All haloacetic acid water quality monitoring requirements prescribed by legislation are being
conducted within the required frequency and at the required location.
In accordance with Ontario Regulation 170/03 Schedule 13-6.1, the owner and operating authority
shall ensure that at least one distribution water sample that is likely to have an elevated potential
for the formation of Haloacetic acids (HAAs) is collected and tested for Haloacetic acids each
calendar quarter.
Haloacetic Acid monitoring was completed on the following dates during the inspection period:
January 11, 2021 (< 5.3 ug/L), April 13, 2021 (< 5.3 ug/L), July 6, 2021 (< 5.3 ug/L) and October
5, 2021 (< 5.3 ug/L).
As per O. Reg 170/03 Schedule13-6.1 (3)
3) For the purposes of Schedule 2 to the Ontario Drinking Water Quality Standards, the running
annual average of quarterly results with respect to haloacetic acids shall be calculated for each
calendar quarter by using the following formula:
[A + B + C + D] ÷ 4
in which,
"A" is the average of all the results from the samples tested under subsection (2) in that calendar
quarter,
"B" is the average of all the results from the samples tested under subsection (2) in the most recent
calendar quarter preceding the calendar quarter referred to in "A" in which testing was carried out,
"C" is the average of all the results from the samples tested under subsection (2) in the most recent
calendar quarter preceding the calendar quarter referred to in "B" in which testing was carried out,
and
"D" is the average of all the results from the samples tested under subsection (2) in the most recent
calendar quarter preceding the calendar quarter referred to in "C" in which testing was carried
out."
A running annual average for each quarter must be calculated and recorded to ensure compliance
has been met after each quarter.
All sample results for this inspection period show that the distribution water is within acceptable
limits for Haloacetic acids as listed in Ontario Regulation 169/03.
Question ID MRDW1087000
Question Question Legislative
Ministry of the Environment,
Conservation and Parks
Ministère de l'Environnement, de la Protection
de la nature et des Parcs
Event Number: 1-29967347
Type Requirement
Have all trihalomethane water quality monitoring
requirements prescribed by legislation been conducted
within the required frequency and at the required location?
Legislative SDWA | O. Reg.
170/03 | 13-6 | (1)
Observation
All trihalomethane water quality monitoring requirements prescribed by legislation were
conducted within the required frequency and at the required location.
Ontario Regulation 170/03 - Schedule 13-6 stipulates that the Owner of a drinking water system
that provides chlorination or chloramination and the operating authority for the system shall
ensure that at least one distribution sample is taken in each calendar quarter, from a point in the
drinking water system's distribution system, or plumbing that is connected to the drinking water
system, that is likely to have an elevated potential for the formation of trihalomethanes.
The Owner of the drinking water system and the operating authority for the system shall ensure
that each of the samples taken under this subsection is tested for trihalomethanes (THAs).
A review of records for this inspection period has shown samples have been collected and tested
for THMs in each calendar quarter on the following dates: January 11, 2021 (5.7 ug/L), April 13,
2021 (7.2 ug/L), July 06, 2021 (6.8 ug/L) and October 05, 2021 (10 ug/L).
Question ID MRDW1088000
Question Question
Type
Legislative
Requirement
Are all nitrate/nitrite water quality monitoring requirements
prescribed by legislation conducted within the required
frequency for the DWS?
Legislative SDWA | O. Reg.
170/03 | 13-7
Observation
All nitrate/nitrite water quality monitoring requirements prescribed by legislation were conducted
within the required frequency for the DWS.
In accordance with O. Reg. 170/03, Schedule 13-7, the Owner/Operating Authority for the
RDWSS shall continue to ensure that a sample is collected from the treated water supply and
tested every three (3) months for nitrate and nitrite.
Typically nitrate and nitrite sampling (treated water) is required to be undertaken on a quarterly
basis; however, conditions listed in the MDWL Schedule 5 Table 5 "Drinking Water Health
Hazards" on a weekly basis.
The Owner has installed nitrate reduction filters and process continuous monitoring which forms
part of the treatment train to reduce the level of nitrate in the drinking water.
Samples are also taken on raw and treated water on a monthly basis to monitor the effectiveness
of the nitrate filters.
Continuous nitrate monitoring is conducted as per the requirements of the Municipal Drinking
Water Licence Schedule C section 5.0 Table 5. In the event the continuous analyzer is not
Ministry of the Environment,
Conservation and Parks
Ministère de l'Environnement, de la Protection
de la nature et des Parcs
Event Number: 1-29967347
operable to ensure reliable readings, the owner must ensure that a weekly sample is collected and
submitted for analytical results.
Question ID MRDW1089000
Question Question
Type
Legislative
Requirement
Are all sodium water quality monitoring requirements
prescribed by legislation conducted within the required
frequency?
Legislative SDWA | O. Reg.
170/03 | 13-8
Observation
All sodium water quality monitoring requirements prescribed by legislation were conducted
within the required frequency.
In accordance with O. Reg. 170/03, Schedule 13-8, the Owner / Operating Authority is required to
sample and test for sodium of the treated water every sixty (60) months.
The Operating Authority samples for sodium on a yearly basis. The latest sodium sampling was
undertaken on January 22, 2019. The sample result shows that the treated water was not within
acceptable limits (95.6 mg/L). The reportable limit for sodium is 20.0 mg/L.
The higher than normal sodium levels can be attributed to the water softener and nitrate filter that
use brine in the treatment process.
The Health Unit has reissued a Drinking Water Advisory (DWA) on January 29, 2019 for the
Community of Richmond to alert residents of the sodium levels in the drinking water.
Question ID MRDW1090000
Question Question
Type
Legislative
Requirement
Where fluoridation is not practiced, are all fluoride water
quality monitoring requirements prescribed by legislation
conducted within the required frequency?
Legislative SDWA | O. Reg.
170/03 | 13-9
Observation
All fluoride water quality monitoring requirements prescribed by legislation were conducted
within the required frequency.
In accordance with O. Reg. 170/03, Schedule 13-9, the Owner / Operating Authority is required to
sample and test for fluoride on the treated water every sixty (60) months.
The latest fluoride sample (0.08 mg/L) was undertaken on the treated water source on January 13,
2020.
Ministry of the Environment,
Conservation and Parks
Ministère de l'Environnement, de la Protection
de la nature et des Parcs
Event Number: 1-29967347
Question ID MRDW1092000
Question Question
Type
Legislative
Requirement
Has the owner ensured that water samples are taken at the
prescribed location?
Legislative SDWA | O. Reg.
170/03 | 6-2
Observation
The owner ensured that water samples were taken at the prescribed location.
Question ID MRDW1094000
Question Question
Type
Legislative
Requirement
Are all water quality monitoring requirements imposed by
the MDWL and DWWP being met?
Legislative SDWA | 31 | (1)
Observation
All water quality monitoring requirements imposed by the MDWL or DWWP issued under Part V
of the SDWA were being met.
The current MDWL requires UVT sampling and testing from each production well must be
conducted once every three months. All samples for UVT were taken for this inspection period.
Continuous nitrate monitoring is also conducted as per the requirements of the Municipal
Drinking Water Licence Schedule C section 5.0 Table 5.
In the event the continuous analyzer is not operable to provide reliable readings, the owner must
ensure that a weekly sample is collected and submitted for analysis.
The monitoring location is (the combined flow of the wells) after the nitrate filters and prior to
entering the first storage tank.
Question ID MRDW1095000
Question Question
Type
Legislative
Requirement
Have all lead sampling requirements prescribed by Schedule
15.1 of O.R. 170/03 been met?
Legislative SDWA | O. Reg.
170/03 | 15.1-10,
SDWA | O. Reg.
170/03 | 15.1-4 |
(1),SDWA | O.
Reg. 170/03 |
15.1-5 | (1),
SDWA | O. Reg.
170/03 | 15.1-5 |
(10),SDWA | O.
Reg. 170/03 |
15.1-5 | (11),
Ministry of the Environment,
Conservation and Parks
Ministère de l'Environnement, de la Protection
de la nature et des Parcs
Event Number: 1-29967347
SDWA | O. Reg.
170/03 | 15.1-5 |
(12),SDWA | O.
Reg. 170/03 |
15.1-5 | (2),
SDWA | O. Reg.
170/03 | 15.1-5 |
(3),SDWA | O.
Reg. 170/03 |
15.1-5 | (4),
SDWA | O. Reg.
170/03 | 15.1-5 |
(5),SDWA | O.
Reg. 170/03 |
15.1-5 | (6),
SDWA | O. Reg.
170/03 | 15.1-5 |
(7),SDWA | O.
Reg. 170/03 |
15.1-5 | (8),
SDWA | O. Reg.
170/03 | 15.1-5 |
(9),SDWA | O.
Reg. 170/03 |
15.1-7 | (1),
SDWA | O. Reg.
170/03 | 15.1-7 |
(2),SDWA | O.
Reg. 170/03 |
15.1-7 | (3),
SDWA | O. Reg.
170/03 | 15.1-7 |
(4),SDWA | O.
Reg. 170/03 |
15.1-9 | (1),
SDWA | O. Reg.
170/03 | 15.1-9 |
(2),SDWA | O.
Reg. 170/03 |
15.1-9 | (3),
SDWA | O. Reg.
170/03 | 15.1-9 |
(4),SDWA | O.
Reg. 170/03 |
15.1-9 | (5),
SDWA | O. Reg.
170/03 | 15.1-9 |
(6),SDWA | O.
Ministry of the Environment,
Conservation and Parks
Ministère de l'Environnement, de la Protection
de la nature et des Parcs
Event Number: 1-29967347
Reg. 170/03 |
15.1-9 | (7),
SDWA | O. Reg.
170/03 | 15.1-9 |
(8),SDWA | O.
Reg. 170/03 |
15.1-9 | (9)
Observation
All sampling requirements for lead prescribed by schedule 15.1 of O. Reg. 170/03 were being
met.
Sample dates for Lead, Alkalinity, and pH were conducted by the operator on March 9, 2021 and
August 30, 2021 a two (2) locations during each period throughout the water distribution system.
Question ID MRDW1096000
Question Question
Type
Legislative
Requirement
Do records confirm that chlorine residual tests are being
conducted at the same time and at the same location that
microbiological samples are obtained?
Legislative SDWA | O. Reg.
170/03 | 6-3 | (1)
Observation
Records confirmed that chlorine residual tests were being conducted at the same time and at the
same location that microbiological samples were obtained.
During the documentation review, records reviewed verify that chlorine residuals are being
collected at the same time and location as microbiological samples from the treatment plant and
the water distribution system.
The Owner/Operator has fulfilled the requirements prescribed by O. Reg. 170/03 6-3(1) which
requires a water sample be taken and tested for a microbiological parameter, the owner of the
drinking water system and the operating authority for the system shall ensure that another sample
is taken at the same time from the same location and is tested immediately for,
(a) free chlorine residual, if the system provides chlorination and does not provide chloramination;
A review of Chain of Custody forms and log records related to regulated water samples indicate
that the appropriate information is being recorded by operators.
Question ID MRDW1098000
Question Question
Type
Legislative
Requirement
Has the owner indicated that the required records are kept
and will be kept for the required time period?
Legislative SDWA | O. Reg.
170/03 | 13 | (1),
SDWA | O. Reg.
Ministry of the Environment,
Conservation and Parks
Ministère de l'Environnement, de la Protection
de la nature et des Parcs
Event Number: 1-29967347
170/03 | 13 | (2),
SDWA | O. Reg.
170/03 | 13 | (3)
Observation
The owner indicated that the required records are kept and will be kept for the required time
period.
Question ID MRDW1100000
Question Question
Type
Legislative
Requirement
Did any reportable adverse/exceedance conditions occur
during the inspection period?
Information Not Applicable
Observation
There were no reportable adverse/exceedances during the inspection period.
Question ID MRDW1110000
Question Question
Type
Legislative
Requirement
Was an Annual Report containing the required information
prepared by February 28 of the following year?
Legislative SDWA | O. Reg.
170/03 | 11 | (6)
Observation
The Annual Report containing the required information was prepared by February 28th of the
following year.
The Annual Report is posted on the Municipality of Bayham website for public viewing.
This report was presented to council on February 05, 2021.
Question ID MRDW1116000
Question Question
Type
Legislative
Requirement
Were the inspection questions sufficient to address other
identified best practice issues?
BMP Not Applicable
Observation
The following issues were also noted during the inspection:
During the RCWSS flow capacity review, it was found that raw water taking from the wells and
treated water distributed varied in comparison to the total daily and monthly flow production.
The owner must evaluate all of the flow meter performance and SCADA recording methodology
to ensure the system is operated within the designed engineering standards.
Ministry of the Environment,
Conservation and Parks
Ministère de l'Environnement, de la Protection
de la nature et des Parcs
Event Number: 1-29967347
Please note for the inspection review period, total flow from the treatment train and water billing
meter readings was analyzed to verify/quantify the correct water usage.
Question ID MRDW1082000
Question Question
Type
Legislative
Requirement
Are all microbiological water quality monitoring
requirements for distribution samples prescribed by
legislation being met?
Legislative SDWA | O. Reg.
170/03 | 11-2 |
(1),SDWA | O.
Reg. 170/03 | 11-
2 | (2),SDWA | O.
Reg. 170/03 | 11-
2 | (6)
Observation
All microbiological water quality monitoring requirements for distribution samples prescribed by
legislation were being met.
In accordance with Ontario Regulation 170/03 Schedule 11-2, the operating authority of the
Richmond Drinking Water System obtained at least one distribution sample every two weeks.
Each sample was analyzed for E. coli, total coliform, and general bacterial population expressed
as colony counts on a heterotrophic plate count (HPC).
Typically, the Owner collects two (2) microbiological distribution water samples from pre-
determined sample points on a weekly basis.
All distribution microbiological sample results during the inspection period were in compliance
with Ontario Regulation 169/03
Question ID MRDW1111000
Question Question
Type
Legislative
Requirement
Have Summary Reports for municipal council been
completed on time, include the required content, and
distributed in accordance with the regulatory requirements?
Legislative SDWA | O. Reg.
170/03 | 22-2 |
(1),SDWA | O.
Reg. 170/03 | 22-
2 | (2),SDWA | O.
Reg. 170/03 | 22-
2 | (3),SDWA | O.
Reg. 170/03 | 22-
2 | (4)
Observation
Summary Reports for municipal council were completed on time, included the required content,
and were distributed in accordance with the regulatory requirements.
The Summary Report for Richmond Community has the required content as specified in O. Reg.
Ministry of the Environment,
Conservation and Parks
Ministère de l'Environnement, de la Protection
de la nature et des Parcs
Event Number: 1-29967347
170/03, Schedule 22. The Report is required to be given to municipal council by March 31st of
each year.
The Owner provided information that indicated that the report was presented to council on
February 05, 2021.
APPLICATION OF THERISK METHODOLOGY
USED FOR MEASURING MUNICIPAL RESIDENTIAL
DRINKING WATER SYSTEM INSPECTION RESULTS
The Ministry of the Environment (MOE) has a
rigorous and comprehensive inspection program
for municipal residential drinking water systems
(MRDWS). Its objective is to determine the
compliance of MRDWS with requirements under
the Safe Drinking Water Act and associated
regulations. It is the responsibility of the municipal
residential drinking water system owner to ensure
their drinking water systems are in compliance
with all applicable legal requirements.
This document describes the risk rating
methodology, which has been applied to the
findings of the Ministry’s MRDWS inspection
results since fiscal year 2008-09. The primary
goals of this assessment are to encourage ongoing
improvement of these systems and to establish a
way to measure this progress.
MOE reviews the risk rating methodology every
three years.
The Ministry’s Municipal Residential Drinking
Water Inspection Protocol contains 15 inspection
modules consisting of approximately 100 regulatory
questions. Those protocol questions are also linked
to definitive guidance that ministry inspectors use
when conducting MRDWS inspections.
PIBS 6797e
April 2012
ontario.ca/drinkingwater
2 APPLICATION OF RISK METHODOLOGY
The questions address a wide range of regulatory
issues, from administrative procedures to drinking
water quality monitoring. The inspection protocol
also contains a number of non-regulatory questions.
A team of drinking water specialists in the ministry
assessed each of the inspection protocol regulatory
questions to determine the risk (not complying with
the regulation) to the delivery of safe drinking water.
This assessment was based on established provincial
risk assessment principles, with each question re-
ceiving a risk rating referred to as the Question Risk
Rating. Based on the number of areas where a system
is deemed to be non-compliant during the inspection,
and the significance of these areas to administrative,
environmental, and health consequences, a risk-
based inspection rating is calculated by the ministry
for each drinking water system.
It is important to be aware that an inspection rating
less than 100 per cent does not mean the drinking
water from the system is unsafe. It shows areas
where a system’s operation can improve. The ministry
works with owners and operators of systems to make
sure they know what they need to do to achieve full
compliance.
The inspection rating reflects the inspection results
of the specific drinking water system for the report-
ing year. Since the methodology is applied consis-
tently over a period of years, it serves as a compara-
tive measure both provincially and in relation to the
individual system. Both the drinking water system
and the public are able to track the performance over
time, which encourages continuous improvement
and allows systems to identify specific areas requir-
ing attention.
The ministry’s annual inspection program is an im-
portant aspect of our drinking water safety net. The
ministry and its partners share a common commit-
ment to excellence and we continue to work toward
the goal of 100 per cent regulatory compliance.
Determining Potential to Compromise
the Delivery of Safe Water
The risk management approach used for MRDWS
is aligned with the Government of Ontario’s Risk
Management Framework. Risk management is a
systematic approach to identifying potential hazards,
understanding the likelihood and consequences of
the hazards, and taking steps to reduce their risk if
necessary and as appropriate.
The Risk Management Framework provides a formu-
la to be used in the determination of risk:
Every regulatory question in the inspection proto-
col possesses a likelihood value (L) for an assigned
consequence value (C) as described in Table 1 and
Table 2.
TABLE 1:
Likelihood of Consequence Occurring Likelihood Value
0% - 0.99% (Possible but Highly Unlikely)L = 0
1 – 10% (Unlikely)L = 1
11 – 49% (Possible)L = 2
50 – 89% (Likely)L = 3
90 – 100% (Almost Certain)L = 4
TABLE 2:
Consequence Consequence Value
Medium Administrative Consequence C = 1
Major Administrative Consequence C = 2
Minor Environmental Consequence C = 3
Minor Health Consequence C = 4
Medium Environmental Consequence C = 5
Major Environmental Consequence C = 6
Medium Health Consequence C = 7
Major Health Consequence C = 8
RISK = LIKELIHOOD × CONSEQUENCE
(of the consequence)
3APPLICATION OF RISK METHODOLOGY
The consequence values (0 through 8) are selected
to align with other risk-based programs and projects
currently under development or in use within the
ministry as outlined in Table 2.
The Question Risk Rating for each regulatory in-
spection question is derived from an evaluation of
every identified consequence and its correspond-
ing likelihood of occurrence:
• All levels of consequence are evaluated for
their potential to occur
• Greatest of all the combinations is selected.
TABLE 3:
Does the Operator in Charge ensure that the equipment and processes are monitored, inspected and evaluated?
Risk = Likelihood × Consequence
C=1 C=2 C=3 C=4 C=5 C=6 C=7 C=8
Medium
Administrative
Consequence
Major
Administrative
Consequence
Minor
Environmental
Consequence
Minor
Health
Consequence
Medium
Environmental
Consequence
Major
Environmental
Consequence
Medium
Health
Consequence
Major
Health
Consequence
L=4
(Almost
Certain)
L=1
(Unlikely
L=2
(Possible)
L=3
(Likely)
L=3
(Likely)
L=1
(Unlikely
L=3
(Likely)
L=2
(Possible)
R=4 R=2 R=6 R=12 R=15 R=6 R=21 R=16
Application of the Methodology to Inspection Results
The Question Risk Rating quantifies the risk of
non-compliance of each question relative to the
others. Questions with higher values are those with
a potentially more significant impact on drinking
water safety and a higher likelihood of occurrence.
The highest possible value would be 32 (4×8) and the
lowest would be 0 (0×1).
Table 3 presents a sample question showing the
risk rating determination process.
Based on the results of a MRDWS inspection, an
overall inspection risk rating is calculated. During an
inspection, inspectors answer the questions related
to regulatory compliance and input their “yes”, “no”
or “not applicable” responses into the Ministry’s
Laboratory and Waterworks Inspection System
(LWIS) database. A “no” response indicates non-
compliance. The maximum number of regulatory
questions asked by an inspector varies by: system
(i.e., distribution, stand-alone); type of inspection (i.e.,
focused, detailed); and source type (i.e., groundwater,
surface water).
The risk ratings of all non-compliant answers are
summed and divided by the sum of the risk ratings
of all questions asked (maximum question rating).
The resulting inspection risk rating (as a percentage)
is subtracted from 100 per cent to arrive at the final
inspection rating.
4 APPLICATION OF RISK METHODOLOGY
1. Source
2. Permit to Take Water
3. Capacity Assessment
4. Treatment Processes
5. Treatment Process Monitoring
6. Process Wastewater
7. Distribution System
8. Operations Manuals
9. Logbooks
10. Contingency and
Emergency Planning
11. Consumer Relations
12. Certification and Training
13. Water Quality Monitoring
14. Reporting, Notification
and Corrective Actions
15. Other Inspection Findings
For further information, please visit www.ontario.ca/drinkingwater
Figure 1: Year Over Year Distribution of MRDWS Ratings
Reporting Results to MRDWS Owners/Operators
A summary of inspection findings for each system
is generated in the form of an Inspection Rating
Record (IRR). The findings are grouped into the
15 possible modules of the inspection protocol,
0
100
200
300
400
500
600
700
YEAR A YEAR B YEAR C YEAR D YEAR E 100% Rating NUMBER OF INSPECTION RATINGS>95% to 100%>90% to 95%>85% to 90%>50% to 80%>80% to 85%
512 538 572 586 585
137 117 92 77 75
18 13 5 7 7 12 16 8 12 9 33 26 22 18 17
233
281
349 344 406
279
257
223 242
179
5% RATING BANDING BY YEAR
which would provide the system owner/operator
with information on the areas where they need to
improve. The 15 modules are:
Application of the Methodology for Public Reporting
The individual MRDWS Total Inspection Ratings are
published with the ministry’s Chief Drinking Water
Inspector’s Annual Report.
Figure 1 presents the distribution of MRDWS rat-
ings for a sample of annual inspections. Individual
drinking water systems can compare against all the
other inspected facilities over a period of inspection
years.
Ministry of the Environment, Conservation and Parks - Inspection Summary Rating Record (Reporting Year - 2021-2022)
DWS Name:RICHMOND COMMUNITY DRINKING WATER SYSTEM
DWS Number:260074854
DWS Owner:THE CORPORATION OF THE MUNICIPALITY OF BAYHAM
Municipal Location:BAYHAM
Regulation:O.REG. 170/03
DWS Category:DW Municipal Residential
Type of Inspection:Detailed
Inspection Date:Jan-13-2022
Ministry Office:London District Office
Maximum Risk Rating:648
Inspection Module Non Compliance Rating
Source 0 / 26
Capacity Assessment 0 / 42
Treatment Processes 0 / 290
Distribution System 0 / 4
Operations Manuals 0 / 42
Logbooks 0 / 30
Certification and Training 0 / 49
Water Quality Monitoring 0 / 115
Reporting & Corrective Actions 0 / 50
Overall - Calculated 0 / 648
Inspection Risk Rating:0.00%
Final Inspection Rating:100.00%
Inspection Rating Record Generated On 2022-03-16 (Inspection ID: 1-29967347)
Ministry of the Environment, Conservation and Parks - Detailed Inspection Rating Record (Reporting Year - 2021-2022)
DWS Name:RICHMOND COMMUNITY DRINKING WATER SYSTEM
DWS Number:260074854
DWS Owner Name:THE CORPORATION OF THE MUNICIPALITY OF BAYHAM
Municipal Location:BAYHAM
Regulation:O.REG. 170/03
DWS Category:DW Municipal Residential
Type of Inspection:Detailed
Inspection Date:Jan-13-2022
Ministry Office:London District Office
All legislative requirements were met. No detailed rating scores.
Maximum Question Rating:648
Inspection Risk Rating:0.00%
FINAL INSPECTION RATING:100.00%
Inspection Rating Record Generated On 2022-03-16 (Inspection ID: 1-29967347)
REPORT
PHYSICAL SERVICES
TO: Mayor & Members of Council
FROM: Ed Roloson, Manager of Capital Projects - Water/Wastewater Operations
DATE: April 7, 2022
REPORT: PS-07/22 SUBJECT: PUBLIC WORKS 2022 CAPITAL PROJECTS – PW-17, PW-19, AND PW-105
BACKGROUND:
At its October 5, 2021 Special Meeting, Council received the 2022-2031 Capital Budget package
and passed the following resolution:
Moved by: Councillor Chilcott
Seconded by: Councillor Froese
THAT Report TR-12/21 re 2022-2031 Capital Budget – Draft be received for
information;
AND THAT Council approve in principle the 2022-2031 Capital Budget.
Included the Capital Budget are the following Capital Items applicable for 2022:
PW-17 (Stafford Rd. single tar and chip - $50,000)
PW-105 (Clarke Rd. from Glen Erie Line to Lakeshore Line – conversion of gravel to tar
and chip - $100,000)
PW-19 (gravel program - $190,000)
DISCUSSION:
Within the past 6 months, staff have recognized a growing need to address a number of gravel
road concerns. The main areas of concern are related to various degrees of precipitation, erosion,
road characteristics (traffic type and volumes), as well as the lack of granular material required to
maintain safe and stable road sections.
The Municipality currently maintains 61.9 kilometres of gravel-surfaced roads with an annual
capital contribution for granular material of $190,000. Staff acknowledge and understand that the
current financial environment impacts the amount of granular material able to be purchased within
the approved Capital Budget.
With that said, staff are recommending that PW-17 and PW-105 totaling $150,000 be repurposed
to PW-19 gravel program for a total of $340,000. This will significantly contribute to mitigating
potential liability exposure. Stafford Rd. (PW-17) is currently in good condition, maintaining an
excellent tar-and-chip road surface profile with low traffic volume. Clarke Rd. (PW-105)
experiences higher traffic volumes however maintains a stable granular surface due to recent
drainage and road bed upgrades. Because of this, staff have deemed both of these projects as
relatively low priority against other capital works for 2022.
Capital upgrades to both of these road sections can be reevaluated as required and considered
within future capital budgets.
RECOMMENDATION:
1. THAT Staff Report PS-07/22 re: Public Works 2022 Capital Projects – PW-17, PW-19, and
PW-105 be received for information;
2. AND THAT the $150,000 allocated in the 2022 Capital Budget for Items PW-17 and PW-
105 be repurposed to the 2022 Capital gravel program, Item PW-19.
Respectfully Submitted by: Reviewed by:
_________________________ __________________________
Ed Roloson Thomas Thayer, CMO
Manager of Capital Projects – CAO/Clerk
Water/Wastewater Operations
REPORT
PHYSICAL SERVICES
TO: Mayor & Members of Council
FROM: Steve Adams, Manager of Public Works
DATE: April 7, 2022
REPORT: PS-08/22
SUBJECT: TRANSFER OF MAINTENANCE PROVIDER FOR AGREEMENT NO. 0753 AND
BY-LAW 2021-023 – PORT BURWELL EAST BEACH & PORT BURWELL
COMMUNITY PARK WASHROOM MAINTENANCE
BACKGROUND
RFP 21-01 Port Burwell East Beach & Port Burwell Community Park Washroom Maintenance
was posted on January 8, 2021 and closed February 8, 2021. No Bids were received upon
closing date. Staff reposted RFP-21-01 on March 1, 2021 and closed on March 22, 2021 with
one bid submitted by PK Property Maintenance for a weekly fee of $ 1,015.00+HST.
On April 1, 2021, the Council of The Corporation of the Municipality of Bayham passed the
following resolution:
THAT Report PS-04/21 re RFP 21-01 East Beach Washroom Maintenance & Port
Burwell Community Park Washroom Maintenance be received for information;
AND THAT Council direct staff to bring forward a by-law to authorize and Agreement
with PK Property Maintenance for 2021 to 2025 in the amount of $ 1,015+ HST/Weekly
for a 22 week period for the Port Burwell East Beach & Port Burwell Community Park
Washroom Maintenance for Council consideration.
This contract agreement was to be in place 2021-2025 with two one-year mutual options for
extensions. Seasonally, this is in place from May 1 through to September 30 each year.
DISCUSSION
On March 23, 2022, PK Property Maintenance submitted a letter to staff indicating the
termination of its contract with the Municipality in regards to Agreement No. 0753. Within the
correspondence, PK Property Maintenance indicated that the facility cleaning would be taken
over by Elgin Property Maintenance, operated by Robin Kicksee and previously associated with
PK Property Maintenance.
After discussing with Ms. Kicksee of Elgin Property Maintenance, she has indicated an interest
in carrying out the terms of the Agreement if Council wishes to transfer the Agreement from PK
Property Maintenance to Elgin Property Maintenance.
Should Council wish to entertain this option and for ease of transfer, it is recommended that the
existing Agreement with PK Property Maintenance be terminated and a new Agreement, with
the same terms and conditions, be entered into with Elgin Property Maintenance.
RECOMMENDATION.
1. THAT Report PS-08/22 re Transfer of Maintenance Provide for Agreement No. 0753 and
By-Law 2021-023 – Port Burwell East Beach & Port Burwell Community Park Washroom
Maintenance be received for information;
2. AND THAT Council terminate the existing Service Agreement with PK Property
Maintenance;
3. AND THAT Council authorize the execution of a Service Agreement with Elgin Property
Maintenance for maintenance of the Port Burwell East Beach & Port Burwell Community
Park Washrooms under the same terms and conditions as the Agreement with PK
Property Maintenance;
4. AND THAT the appropriate by-law be brought forward for Council’s consideration.
Respectfully Submitted by: Reviewed by:
_________________________ _________________________
Steve Adams Thomas Thayer, CMO
Manager of Public Works CAO|Clerk
A-23/21
NOTICE OF A PUBLIC MEETING CONCERNING A PROPOSED MINOR VARIANCE IN THE MUNICIPALITY OF BAYHAM APPLICANT: ANDREW AND KIM HEUTINCK, CONCESSION 10 NORTH PART LOT 20 AND 21, GREEN LINE TAKE NOTICE that the Municipality of Bayham has received a completed application for a proposed Minor Variance (A-23/21) which is a resubmission of previously approved Minor
Variance due to unfulfilled conditions.
AND TAKE NOTICE that the Committee of Adjustment of the Corporation of the Municipality of Bayham will hold an electronic virtual public meeting on Thursday, April 7th, 2022 at 6:45 pm to consider a proposed minor variance to Zoning By-law No. Z456-2003 under Section 45 of the PLANNING ACT. Please reference the Committee of Adjustment subject Agenda on the
municipal website for the electronic meeting link. If you wish to participate in the virtual public
meeting, you must register with the Planning Coordinator a minimum 48 hours prior to the
meeting. THE PURPOSE of the variance is to grant relief from Zoning By-law regulations in Section 5.4
Minimum Lot Frontage, to permit minimum lot frontage of 50.0 m (164 ft) whereas 150.0 m (492 ft) is the permitted minimum, for lands located at Concession 10 North Part Lots 20 and 21 at the east end of Green Line.
THE EFFECT of this variance will be to permit reduced minimum lot frontage on an opened maintained road including the applicant entering into a development agreement with the
Municipality for the applicant to upgrade and extend the municipal roadway on a 50.0 m by 20.1 m (665 ft) portion of unopened road to municipal standards, where the existing zero lot frontage is improved to permit future development of the subject lands. The applicants were unable to find
contractors to complete the road upgrade work during the previous approval time frame. ANY PERSON may attend the public meeting and/or make a written or verbal representation in support of or in opposition to the proposed minor variance. *** Given the current COVID-19 legislative restrictions and limitations, land use planning meetings remain open to public comment. Please be advised that equal consideration is given to all written and oral presentations provided to the municipality prior to or at a public meeting in regards to land use planning applications. When possible please consider utilizing written correspondence. IF YOU WISH to be notified of the decision of the Committee of Adjustment, you must make a written request to the undersigned. ADDITIONAL INFORMATION relating to the proposed minor variance may be obtained by contacting the Municipal Office. DATED at the Municipality of Bayham this 28th day of March 2022. Margaret Underhill
Deputy Clerk/Planning Coordinator Municipality of Bayham 56169 Heritage Line, P.O. Box 160 Straffordville, ON, N0J 1Y0 Tel: 519-866-5521 Ext 222 Fax: 519-866-3884 E-mail: munderhill@bayham.on.ca
W: www.bayham.on.ca
A-02/22
NOTICE OF A PUBLIC MEETING CONCERNING A PROPOSED MINOR VARIANCE IN THE MUNICIPALITY OF BAYHAM
APPLICANT: CASEY WHITE AND NATALIE LACHANCE LOCATION: 57258 EDEN LINE TAKE NOTICE that the Municipality of Bayham has received a completed application for a proposed Minor Variance (A-02/22).
AND TAKE NOTICE that the Committee of Adjustment of the Corporation of the Municipality of Bayham will hold an electronic virtual public meeting on Thursday, April 7th, 2022 at 6:45 pm to consider a proposed minor variance to Zoning By-law No. Z456-2003 under Section 45 of the PLANNING ACT. Please reference the Committee of Adjustment subject Agenda on the municipal website for the electronic meeting link. If you wish to participate in the virtual public
meeting, you must register with the Planning Coordinator a minimum 48 hours prior to the
meeting. THE PURPOSE of the variance is to grant relief from Zoning By-law regulations in Section 4.2 c) Accessory Uses, Section 9.7 Maximum Floor Area for an Accessory Building and Section 9.10 Minimum Rear Yard Setback to permit: maximum combined accessory building floor area of 210
m2 (2,260 ft2) whereas 75.0 m2 (807 ft2) is the permitted maximum; and, to grant relief from Section 5.2 Permitted Uses in the Agricultural (A1) zone for accessory uses on a lot with two zones, Agricultural (A1) and Hamlet Residential (HR) zones, to permit accessory building to the residential use in the A1 zone; to permit zero (0) minimum rear yard setback for the proposed accessory building located on a portion of the A1 and HR zoned lands where the zone boundary of for lands with split zoning is considered a lot line; and, to permit an accessory building in the front yard whereas accessory buildings are not permitted in the front yard, for lands located at 57258 Eden Line, north side, west of Ridge Line, in the hamlet of Eden. THE EFFECT of this variance will be to recognize the existing barn with 60.2 m2 (648 ft2) floor
area and an existing shed with floor area of 8.9 m2 (96 ft2), to the rear of the lot, and permit a portion of the proposed accessory building as permitted buildings and structures accessory to the existing dwelling; to recognize the existing shed with floor area of 42.7 m2 (460 ft2) which is located
in the front yard whereas accessory buildings are not permitted in the front yard; and to permit the development of an accessory building (garage) with floor area of 97.7 m2 (1,051 ft2) to be located to the rear of the new dwelling constructed in 2020 and located on A1 and HR zoned
portions of the lot. ANY PERSON may attend the public meeting and/or make a written or verbal representation in support of or in opposition to the proposed minor variance.
*** Given the current COVID-19 legislative restrictions and limitations, land use planning meetings
remain open to public comment. Please be advised that equal consideration is given to all written and oral presentations provided to the municipality prior to or at a public meeting in regards to land use planning applications. When possible please consider utilizing written correspondence. IF YOU WISH to be notified of the decision of the Committee of Adjustment, you must make a written request to the undersigned. ADDITIONAL INFORMATION relating to the
proposed minor variance may be obtained by contacting the Municipal Office. DATED at the Municipality of Bayham this 25th
day of March 2022.
Margaret Underhill Deputy Clerk/Planning Coordinator Municipality of Bayham 56169 Heritage Line, P.O. Box 160 Straffordville, ON, N0J 1Y0 Tel: 519-866-5521 Ext 222 Fax: 519-866-3884 E-mail: munderhill@bayham.on.ca
W: www.bayham.on.ca Hamlet of Eden
ZBA-08/22 NOTICE OF A PUBLIC MEETING CONCERNING A PROPOSED ZONING BY-LAW AMENDMENT
IN THE MUNICIPALITY OF BAYHAM APPLICANT: JOHN AND JENNIFER KLASSEN / KLASSEN
AUTOMOTIVE PARTS, 9253 PLANK ROAD
TAKE NOTICE that the Municipality of Bayham has received a complete application for a Zoning By-law Amendment Application ZBA-08/22
AND TAKE NOTICE that the Council of the Corporation of the Municipality of Bayham will hold a virtual electronic public meeting on Thursday, April 7th, 2022 at 7:30 p.m. to consider a proposed Zoning By-law amendment under Section 34 of the PLANNING ACT. Please reference the subject Agenda on the
municipal website for the electronic meeting link to view the meeting on the municipal YouTube Channel.
If you wish to participate in the virtual public meeting, you must register with the Planning Coordinator a
minimum 48 hours prior to the meeting.
THE PURPOSE of this By-law is an amendment to change the zoning regulations on a 2,344 m2 (0.58 acre) parcel of land from a Central Business District and Village Residential (C1/R1) zone to a site-specific Central Business District and Village Residential (C1/R1-XX) zone to permit a buffer strip of 3.2
m (10.5 ft) whereas 4.5 m (14.8 ft) is the permitted minimum for the commercial building; and to permit a buffer strip of 1.8 m (5.9 ft) whereas 4.5 m is the permitted minimum for the commercial building parking lot; to permit side yard setback of 0.25 m (0.82 ft) whereas 4.5 m is the permitted minimum for
a commercial use abutting an Open Space (OS) zone, in Zoning By-law Z456-2003. The subject lands are located on the west side of Plank Road, south of Heritage Line, known as 9253 Plank Road.
THE EFFECT of this By-law will be to permit an existing reduced buffer strip for the building to facilitate proposed building enlargement of the automotive parts business; to permit reduced buffer strip for the proposed parking lot associated with the enlargement; and to recognize the existing side yard setback (north side). The property is also subject to site plan control.
ANY PERSON may attend the public meeting and/or make a written or verbal representation in support of or in opposition to the proposed amendment. *** Given the current COVID-19 legislative restrictions and limitations, land use planning meetings remain open to public comment. Please be advised that equal consideration is given to all written and oral presentations provided to the municipality at a public meeting regarding land use planning applications. When possible please consider utilizing written correspondence to the undersigned.
IF A PERSON OR PUBLIC BODY does not make oral submissions at a public meeting or make written submissions to the Municipality of Bayham before the by-law is passed, the person or public body is not
entitled to appeal the decision of the Council of the Corporation of the Municipality of Bayham to the Ontario Land Tribunal.
IF A PERSON OR PUBLIC BODY does not make oral submissions at a public meeting, or make written
submissions to the Municipality of Bayham before the by-law is passed, the person or public body may not be added as a party to the hearing of an appeal before the Ontario Land Tribunal unless, in the opinion of the Tribunal, there are reasonable grounds to do so.
IF YOU WISH to be notified of the adoption of the proposed amendment, you must make a written request to the undersigned.
ADDITIONAL INFORMATION relating to the proposed amendment may be obtained at the Municipal Office.
Dated at the Municipality of Bayham this 18th day of March 2022. Margaret Underhill Deputy Clerk/Planning Coordinator Municipality of Bayham 56169 Heritage Line, P.O. Box 160 Straffordville, ON, N0J 1Y0 T: 519-866-5521 Ext 222 F: 519-866-3884 E: munderhill@bayham.on.ca W: www.bayham.on.ca
St. Thomas Elgin Social Services
2021 Update
Joint Annual Accessibility Status
Report 2021
Council Approves Several Long-
Term Care Homes Policy Updates
Council Approves a Commissioner
of Affidavits/Oaths Policy
Information Technology Update
Approval of Construction Tenders
Elgin County Seeks Public
Feedback Regarding Naming at
Terrace Lodge
March 22, 2022
Elgin County Council Highlights
March 22, 2022 www.elgincounty.ca
In this Issue
St. Thomas Elgin Social Services
2021 Update
1
Elgin County Council received a delegation
from St. Thomas Elgin Social Services with
their 2021 programs and services update.
The update includes information from
Child Services, Ontario Works, and Housing
and Homelessness Services. Updates
included programs and services offered in
each area, new programs and service
enhancements in 2021, number of program
participants, relevant statistics, and the
impact of the COVID-19 pandemic.
A copy of the presentation from Child
Services, Ontario Works, and Housing and
Homelessness Services can be found in the
March 22, 2022 County Council Agenda
Package.
Elgin County and its Local Municipal Partners
(LMPs) are required to collaboratively prepare an
annual accessibility status report on the progress
of measures taken to implement the goals
outlined in the Joint Multi-Year Accessibility Plan
designed to meet the requirements of the
Accessibility for Ontarians with Disabilities Act
(AODA).
March 22, 2022
Joint Annual Accessibility Status Report 2021
2
Council Approves Several Long-Term Care Homes Policy Updates
Administrative Policy Manual Review
Infection Control Policy 2.10 – Immunization – Staff COVID-19
2.23 Pandemic Prevention and Control – Staff Testing
Administration Policy 1.35 - Visitors and Resident Absences During a Pandemic
Council approved updates to several Long-Term Care Homes policies at its
meeting held on March 22, 2022. Updated policies include:
A full explanation of updates and the updated policies referenced above are
included in the March 22, 2022 County Council Agenda Package.
The Elgin County Accessibility Coordinator presented this report to Council at its
meeting on March 22, 2022. The report contained a summary of accessibility
accomplishments over the course of 2021 at the County level and at the Local
Municipal Partner level. Some of these accomplishments include the
completion of the Joint Multi-Year Accessibility Plan, accessible parking for
Furnival Road in Rodney and an accessible elevator project which is currently
underway at the Elgin County Administration Building.
A full list of accessibility accomplishments is included in the March 22, 2022
County Council Agenda Package.
Council approved a policy to govern the commissioning of documents at the
County of Elgin. Commissioners of Affidavits (more commonly referred to as
Commissioners of Oaths) are called upon to commission a variety of documents
for members of the public including proof of residency, vehicle transfers and a
number of government-related documents. A Commissioner is responsible for
verifying the identity of an individual utilizing valid photo identification and
signature and ensuring that the affidavit (oath or affirmation) is administered
correctly.
Clerks, Deputy Clerks, Treasurers, Deputy Treasurers and those authorized to
practice law in Ontario, by virtue of their office, are authorized to commission
documents. This policy formally governs the procedures that will be used to
administer this service. Council also approved a fee of $20 for this service to be
included in the County’s Fees and Charges By-Law which will be considered at a
future meeting of Council.
March 22, 2022
Council Approves a Commissioner of Affidavits/Oaths Policy
3
Information Technology Update
The Director of Information Technology Services provided Council with an update
of the department’s activities over the past year as they relate to
recommendations within the Service Delivery Review. Updates included
information about Cyber Security and how the County ensures the security of its
devices and data, updates regarding staff training, initiatives completed in 2021
and initiatives planned for 2022.
The full report is available in the March 22, 2022 County Council Agenda Package.
Cold-In-Place Asphalt Recycling
Council selected Roto-Mill Inc. to complete Cold In-Place Asphalt Recycling on various
roads, Tender No. 2022-T08 at a total price of $2,889,846.51 inclusive of a $50,000
contingency allowance and exclusive of H.S.T.
Hot Mix Asphalt Paving
Council selected J-AAR Excavating Limited to complete Hot Mix Asphalt Paving on
various roads, Tender No. 2022-T10 at a total price of $4,498,651.50 inclusive of a
$50,000 contingency allowance and exclusive of H.S.T.
For full details regarding the above-mentioned tenders, please review the March 22,
2022 County Council Agenda Package.
March 22, 20224
Approval of Construction Tenders
Elgin County Seeks Public Feedback Regarding Naming at Terrace Lodge
The County of Elgin is asking residents of Terrace Lodge and their families, Elgin County
staff, and members of the public for feedback regarding the naming of resident home
areas and common areas in the newly redeveloped home. Feedback is being
collected through a survey that will be available until April 21, 2022.
The Terrace Lodge Long-Term Care Home located in Malahide Township, Elgin County
is undergoing a redevelopment that is scheduled to be completed in 2024. Terrace
Lodge was originally built in 1977 and has been home to hundreds of Elgin County
residents over the past 40 years. The redevelopment has been designed to better
meet the complex needs of Long-Term Care residents now and into the future. Phase
One of construction is well underway and it is now time to select updated, meaningful,
community-based names for new resident home areas and common areas.
“ Terrace Lodge has been an important part of our community for over forty years,”
said Warden Mary French. “This is an exciting opportunity to choose names for our
resident home areas and common areas that are modern, inviting and unique to the
community in which Terrace Lodge is located. I often find that some of the most
creative ideas come from members of our community. I encourage residents and
anyone who has a connection with the Terrace Lodge Long-Term Care Home to fill out
this short survey and provide us with your valuable feedback.”
For the complete March 22, 2022 County Council Agenda Package
please visit the Elgin County website.
March 22, 20225
Paper copies of the survey are available at Terrace Lodge for residents, their families,
visitors, and staff. Paper copies of the survey are also available at all ten branches of
the Elgin County Library. The survey can be accessed online at: https://bit.ly/3NbkToV
For regular updates about Terrace Lodge Redevelopment construction please visit
https://engageelgin.ca/tlredevelopment.
[Type text] TILLSONBURG DISTRICT MEMORIAL HOSPITAL 167 Rolph St., Tillsonburg, ON N4G 3Y9 Phone: 519-842-3611 Fax: 519-842-6733 www.tillsonburghospital.on.ca
ALEXANDRA HOSPITAL, INGERSOLL 29 Noxon St., Ingersoll, ON N5C 1B8 Phone: 519-485-1732 Fax: 519-485-9606 www.alexandrahospital.on.ca
Media Release
Date: March 29, 2022
Tillsonburg
Tillsonburg District Memorial Hospital, Declares COVID Outbreak
(Visitor restrictions in place)
An outbreak of COVID-19 has been declared at Tillsonburg District Memorial Hospital (TDMH) on the
2 South (2S) in-patient unit. The outbreak was declared Tuesday, March 29, 2022. There are
currently less than five (5) patients involved in the outbreak who have tested positive. All patients on
the affected unit and their families are being notified.
TDMH continues to work closely with Southwestern Public Health (SWPH) to implement enhanced
precautions and measures to limit this COVID-19 outbreak to keep our patients, staff, physicians, and
our community safe. In addition to existing measures to control the outbreak, TDMH is implementing
additional measures including:
• Surveillance COVID testing of all inpatients.
• Symptom monitoring of all staff working on the impacted area.
• Additional visitor restrictions on the affected unit.
• Admission restrictions to the affected unit.
It is important that our community does not delay seeking care for any urgent or emergent needs.
Our Emergency Department remains open. The protection of patients, staff and physicians remains
our top priority and we are doing everything possible to bring a safe and timely end to this outbreak.
“We want to reassure the public that our precautions, practices, and protocols to address COVID-19
within the hospital continue to be followed carefully,” states Mike Bastow, AHI/TDMH Interim
President and CEO. “Our goal is to curb transmission within the hospital as well as protecting the
health and safety of our community,” says Bastow.
At this time only necessary visitors for compassionate grounds are permitted on the 2S inpatient unit.
Current visiting restrictions remain in effect for all other units in the hospital.
The community can help to ensure the health and safety of all individuals at TDMH and within the
community by continuing to follow public health guidelines, including staying at home as much as
possible, frequent hand washing, wearing a mask, physical distancing, and not socializing with anyone
outside of your immediate household.
-30-
Media Contact: Mike Bastow, Interim President and CEO
Phone Number: AHI 519-485-1700 ext. 8219; TDMH 519-842-3611 ext. 5316
E-mail: mike.bastow@ahi.ca or mike.bastow@tdmh.on.ca
FINAL
Municipality of Bayham Council
March 25, 2022 Dear Partners,
I am writing with introduction and invitation to participate in an historic initiative taking
place in our community. The Government of Canada has created a commemorative pin to mark the Platinum Jubilee of Her Majesty Queen Elizabeth II in 2022, quantities of
which are being distributed through Members of Parliament. Karen Vecchio, MP has decided to use this occasion to recognize outstanding members of the Elgin-Middlesex-London community via nomination by fellow community members, with the pins to be awarded to successful nominees at a ceremony in June.
The pins are to be distributed on an equitable per capita basis among Elgin-Middlesex-London municipalities.
Several nomination categories have been established:
• Arts and Culture – Recognizing those individuals or groups who make
exceptional contributions to the visual, literary, arts, or who advocate for cultural
diversity and vitality.
• Community Commitment – Recognizing “unsung heroes,” or individuals who
make outstanding contributions to the community, lead by example, and inspire
excellence through community commitment in dynamic participation, leadership,
and active citizenship.
• Environment – Recognizing individuals who make significant contributions in
environmental stewardship, protection, and education.
• Heritage—Recognizing individuals who make exceptional contributions to the
preservation of natural, built, and cultural heritage through conservation, projects,
education, or advocacy.
• Health, Wellness, Activity and Sport – Recognizing those individuals or groups
who make exceptional contributions to enhancing mental, physical, or emotional
wellbeing, and active lifestyles in the community.
• Reconciliation in Action – Honouring Indigenous leaders and/or allies
committed to finding a new path forward. These individuals engage their
communities in dialogue and action to strengthen relationships. These individuals
also support healing and building more just and equitable communities for all
people. These individuals may also be champions or advocates committed to the
reconciliation movement.
• Entrepreneurship – Recognizing individuals who have taken an innovative
approach to solving a problem, filling a need, or breaking into a new market.
These individuals have drive, ingenuity, and a solid vision for their businesses
that separate them from their competitors. They may have a founder, owner,
leader, or other innovator who has been operating for a minimum of three (3)
years.
• Young Person of Distinction – Recognizing exceptional young people aged 18-
25 who demonstrate leadership, maturity, and compassion. These individuals
have made a significant difference in our community to a cause or pursuit of a
personal dream while showing perseverance, innovation, and a keen
understanding of community issues.
• COVID-19 Pandemic Response Award – Salutes individuals who supported the
resilience, resourcefulness, and tenacity that have been the hallmark of our
community’s response to the pandemic.
The nomination deadline is Thursday, May 12, 2022.
Your support is requested in increasing awareness of this remarkable opportunity and making the nomination form readily accessible in your communities. Please consider
promoting the initiative using the attached graphic and above details, and having printed copies of the attached nomination form available in your municipal office.
Any questions regarding the initiative can be directed to the office of Karen Vecchio, MP at 519-637-2255.
Thank you very much for your consideration and I look forward to seeing you soon. Sincerely,
Mary French, Warden
County of Elgin
P a g e | 1
*Nomination forms that are not thorough and complete will NOT be considered.
THE PLATINUM JUBILEE OF HER MAJESTY QUEEN ELIZABETH II
NOMINATION FORM
NOMINEE MUST BE A RESIDENT OF ELGIN-MIDDLESEX-LONDON · PLEASE PRINT CLEARLY
NOMINEE INFORMATION
Last Name Given Name (s)
Street Address Apartment/Unit #
City/Town Prov. Postal Code
Phone ( ) E-mail Address
Gender MALE FEMALE OTHER Language ENGLISH FRENCH
Date of Birth
(mm/dd/yy) __________ /_____________ /___________ Military? YES NO Rank (Specify)
Is the Nominee a Canadian citizen? YES NO Is the Nominee currently alive? YES NO
Current Position of Nominee (Optional)
RECOGNITION
CATEGORY
Arts and Culture
Community Commitment
Environment
Heritage
Health, Wellness, Activity & Sport
Reconciliation in Action
Entrepreneurship & Innovation
Young Person of Distinction
COVID-19 Pandemic Response Award
Other__________________________________________
SUMMARY OF NOMINEE’S ACHIEVEMENTS
Use this space to provide a short citation or brief summary of the nominee’s achievements.
____________________________________________________________________________________________________
____________________________________________________________________________________________________
____________________________________________________________________________________________________
____________________________________________________________________________________________________
____________________________________________________________________________________________________
____________________________________________________________________________________________________
____________________________________________________________________________________________________
____________________________________________________________________________________________________
____________________________________________________________________________________________________
____________________________________________________________________________________________________
P a g e | 2
*Nomination forms that are not thorough and complete will NOT be considered.
NOMINATOR INFORMATION
Last Name Given Name
Street Address Apartment/Unit #
City/Town Prov. Postal Code
Phone ( ) E-mail Address
Relation to the Nominee How long have you known the Nominee?
REFERENCES (OPTIONAL)
List up to three other references willing to vouch for your Nominee.
Full Name Relation to Nominee
Company/Organization Phone ( )
Address
Full Name Relation to Nominee
Company/Organization Phone ( )
Address
Full Name Relation to Nominee
Company/Organization Phone ( )
Address
May we contact your listed references? YES NO
May we contact you for more information? YES NO
DISCLAIMER AND SIGNATURE
I certify that the answers enclosed are true and complete to the best of my knowledge.
Signature Date
All completed submission can be emailed to the Office of Karen Vecchio at karen.vecchio@parl.gc.ca
or dropped off at 215- 750 Talbot St. St. Thomas, ON N5P 1E2 (CASO Station)
** Please note no postage is required to mail to the Office of Karen Vecchio**
P a g e | 3
*Nomination forms that are not thorough and complete will NOT be considered.
RECOGNITION CATEGORY
AWARD CATEGORY RECOGNITION/ CRITERIA
ARTS AND CULTURE
Recognizing those individuals or groups who
make exceptional contributions to the visual,
literary, arts, or who advocate for cultural
diversity and vitality
COMMUNITY COMMITMENT
Recognizing “unsung heroes”, or individuals
who make outstanding contributions to the
community, lead by example, and inspire
excellent through community commitment in
dynamic participation, leadership, and active
citizenship.
ENVIRONMENT
Recognizing individuals who make significant
contributions in environmental stewardship,
protection, and education.
HERITAGE
Recognizing individuals who make exceptional
contributions to the preservation of natural,
built, and cultural heritage through conservation, projects, education, or advocacy.
HEALTH, WELLNESS, ACTIVITY & SPORT
Recognizing those individuals or groups who
make exceptional contributions to enhancing
mental, physical, emotional well-being, and
active lifestyles in the community.
RECONCILIATION IN ACTION
Honouring indigenous leaders and/or allies,
committed to finding a new path forward.
These individuals engage their communities in
dialogue and action to strengthen relationships. These individuals also support
healing and building more just and equitable
communities for all people. These individuals
may also be champions or advocates
committed to the reconciliation movement.
P a g e | 4
*Nomination forms that are not thorough and complete will NOT be considered.
ENTREPRENEURSHIP & INNOVATION
Recognizing individuals who have taken an
innovative approach to solving a problem,
filling a need or breaking into a new market.
This individual has drive, ingenuity and a solid
vision for his/her business that separates them
from their competitors. They may be a
founder, owner, leader, or other innovator who
has been operating for a minimum of three (3)
years.
YOUNG PERSON OF DISTINCTION
Recognizes an exceptional young person aged
18-25 (ages?) who demonstrates leadership,
maturity and compassion. These individuals
have made a significant difference in our
community to a cause or pursuit of a personal
dream while showing perseverance, innovation
and a keen understanding of community
issues.
COVID-19 PANDEMIC RESPONSE AWARD
Salutes individuals who supported the
resilience, resourcefulness and tenacity that
have been the hallmark of our community’s
response to the pandemic.
1
March 16, 2022
Council of the Municipality of Bayham
56169 Heritage Line, P.O. Box 160
Straffordville ON N0J 1Y0
Re: Notice of lease renewals for Elgin County Library branch facilities
Dear Members of Council: Please be advised that Elgin County Council approved the following recommendations
at the March 8, 2022 meeting:
RESOLVED THAT the presentation titled “Setting the Framework for Library Lease
Renewals” dated March 8, 2022 from the Director of Community and Cultural Services be received and filed; and
THAT a standardized lease rate of $17 per square foot be established for all ten library facilities; and THAT notice be provided to local municipal partners and the Port Stanley Festival
Theatre regarding the need to execute new lease agreements for Elgin County Library branches by the end of 2022. - Motion Carried. Enclosed please find the presentation that was received by County Council. A draft lease agreement will be presented to your Council for consideration and execution well
before the end of 2022. Please do not hesitate to contact me should you have any further questions. Yours in partnership,
Brian Masschaele
Director of Community and Cultural Services Cc: Julie Gonyou, CAO
Setting the Framework for
Library Lease Renewals
Presentation to Elgin County Council
March 8, 2022
Overview
1.Library Lease Renewals –The opportunity for a ten-year+ framework
beginning in 2023
2.Branch overviews and recent improvements
3.Current leases –The background story and current payments
4.Peer comparisons with other county library systems
5.Local market considerations
6.The case for standardized leases with a common base rate
7.Council options
8.Timelines
9.Recommendations
10.Questions
11.Appendix –Current lease agreement example (for Straffordville Library)
Library Lease Renewals –The Opportunity
Elgin County Library leases its ten branches from local municipal partners and
the Port Stanley Festival Theatre. These leases all expire at the end of 2022.
After 16 years, County Council now has an opportunity to review these leases,
establish a sustainable framework for the future and engage local municipal
partners and the Port Stanley Festival Theatre in the process. Direction is now
being sought from County Council on a path forward for lease renewals for
2023 and beyond, considering matters such as:
Having the same standard agreement apply to all ten locations;
Determining whether to use a new base rate for square footage payments
for all ten locations or whether to consider local market factors which will
likely result in variable payments;
Partnership opportunities;
The appropriate term for the initial lease and any subsequent renewals.
Straffordville Library
•4,000 square feet leased from Municipality of Bayham
•Recent improvements: Accessible washrooms and extensive interior renovations in 2012;
elevator installed in 2021
Fred Bodsworth Public Library of Port Burwell
•800 square feet leased from Municipality of Bayham
•Recent improvements: Accessible ramp in 2018; Interior renovations, accessibility improvements
and exterior signage in 2019
Springfield Library
•1,850 square feet leased from Township of Malahide as part of Malahide Community Place
•Opened as part of Malahide Community Place in 2010
Belmont Library
•3,199 square feet leased from the Municipality of Central Elgin
•Expansion and interior renovations in 2015-16 to include an accessible entrance, elevator, expanded
children’s area and exterior signage
Aylmer Library
•3,081 square feet leased from the Town of Aylmer
•Front entrance door assist hardware installed in 2018; new circulation desk and furnishings
installed in 2018; flooring replacement throughout in stages between 2018 and 2020
Port Stanley Library
•4,640 square feet leased from the Port Stanley Festival Theatre
•Extensive renovations in 2014, including flooring, windows, staff areas and a loading dock. Interior painting
in 2019
Southwold Township Library, Shedden
•3,657 square feet leased from the Township of Shedden as part of the Keystone Complex
•Opened in 2017
John Kenneth Galbraith Library, Dutton
•5,000 square feet leased from the Municipality of Dutton Dunwich
•Barrier-free washroom installed in 2018; exterior digital signage installed in 2021
West Lorne Library
•1,793 square feet leased from the Municipality of West Elgin as part of the West Lorne Community Complex
•Entire space refurbished in 2007. Ceiling and roof repairs in 2021
Rodney Library
•1,428 square feet leased from the Municipality of West Elgin
•Extensive interior renovations in 2011
Current Leases -Background
•Current leases established in 2007 and apply to all branches except Aylmer which was under a separate 40-year lease
•All leases, including Aylmer, will expire at the end of 2022, having been renewed twice over the term
•All leases are with local municipal partners with the exception of Port Stanley which is owned by the Port Stanley Festival Theatre but has the same lease
•Leases establish a “tenant / landlord relationship” between the County of Elgin (the tenant) and local municipal partners (the landlord)
•In exchange for regular lease payments from the County, local municipal partners and the Port Stanley Festival Theatre (the building owners) are responsible for construction, repairs and capital maintenance of facilities (such as cleaning and snow removal)
•All branches have benefitted from improvements and timely maintenance under the current leasing framework. In particular, major improvements have been made to make branches more accessible using lease revenue and the federal government’s Enabling Accessibility Fund through the support of the County’s Accessibility Coordinator
Current Leases -Background
•Current lease established a base rate of $12 per square foot based on an
assessment of contemporary market rates, particularly as they applied to Port
Stanley at the time (which was the highest rate), with provision for annual
inflationary increases based on the October consumer price index (CPI) for the
previous year
•Not all local municipal partners adopted the standard lease at the same time.
This has resulted in inconsistent payments to local municipal partners over the
course of the lease’s term.
2022 Lease Payments
Branch Lease Payment Per Square Foot (2022 rate)
Straffordville $16.03 to Bayham
Port Burwell $16.03 to Bayham
Springfield $15.28 to Malahide
Aylmer $7 to Aylmer (40-yr lease expires 2022)
Belmont $15.80 to Central Elgin
Port Stanley $17.04 to Port Stanley Festival Theatre
Shedden $13.94 to Southwold
Dutton $16.03 to Dutton Dunwich
West Lorne $16.03 to West Elgin
Rodney $16.03 to West Elgin
Peer Comparisons –What do other county libraries pay?
Payments by a county to local municipal partners is common practice in two-tier counties as the local municipality is in the strongest position to determine where the library is best located based on local planning considerations, opportunities for co-location with other services and size of facility
that can be sustained to meet the community’s needs.
An informal survey of other county library systems indicates that the rates paid by Elgin County to local municipal partners are the highest among county systems in Ontario. Here is a sampling of rates paid by other county systems:
Middlesex County Library -$7.18 to $11.35 per square foot with tiered rates depending on level of service provided;
Oxford County Library –Variable rates based on local market factors, ranging from $2.92 per square foot to $13.50 per square foot;
Stormont, Dundas and Glengarry Library -$8.34 per square foot + cleaning costs;
Huron County Library -$10,000 to $15,000 annually per location through a maintenance grant to local municipal partners depending on size and level of service provided;
Bruce County Public Library -$8.09 per square foot with 2% annual inflationary increase;
Kingston-Frontenac Public Library –no payments to local municipal partners who also provide cleaning and maintenance services.
Local Market Conditions
•Square footage rates for commercial properties across Elgin County do vary
depending on location.
•A market analysis was completed for leased space in the Elgin County
Administration Building (ECAB) in 2018. This study revealed that market rates
at that time for the ECAB were $13 to $15 per square foot, inclusive of utilities,
parking, cleaning and capital maintenance.
•Current tenant lease rates in ECAB do vary but are in the vicinity of $18.20 per
square foot, inclusive of utilities, parking, cleaning and capital maintenance.
Effectively, this is the current market rate in ECAB.
•The 2018 ECAB market analysis cost $3,000 to complete. A market analysis
for library branches will cost considerably more given that ten locations will be
involved, each with unique market rate considerations.
The case for standardized leases
•While facilities do vary in terms of size, age and general building conditions, the
current leasing framework has worked well over recent years, helping to inspire
new facilities, expansions and improvements throughout the system while at
the same time making roles and responsibilities clear between both parties.
•Some county systems expressed challenges with issues like the frequency of
cleaning, snow removal and responsibility for repairs and are contemplating terms
similar to what Elgin County already has in place. While Elgin County does pay the
highest rates, these issues largely do not exist here given that there is a clear
understanding that lease payments are intended to cover all costs associated with
maintenance and capital upgrades through clear terms which are articulated in lease
agreements.
•A standard lease with a new base rate that applies to all locations is also in
keeping with recommendations of the Service Delivery Review to eliminate
inefficient processes. Variable rates will require a costly market review, will
result in regular reconciliations by finance staff and could create expectations of
tiered service based on the amount that is being paid or how well the facility is
being maintained.
The case for standardized leases
Port Stanley Festival Theatre previously adopted the standard lease that
applies to other municipally owned buildings and there is no indication that they
will not participate in a renewal with standardized terms similar to LMPs going
forward. However, Council can consider Port Stanley as a separate entity and
negotiate outside of this framework.
In the case of Aylmer, this lease is unique in the system in that it does establish
a tenant / landlord relationship in exchange for square footage payments to the
town ($7 per square foot), but it also contains provisions for shared capital
costs on the building. It is recommended that all municipal partners, including
Aylmer, be offered similar terms for lease renewals in 2023 which means that
the County will no longer be responsible for major capital costs in exchange for
enhanced payments to the Town of Aylmer.
The County has precedence in revising active leases to encompass new or larger
facilities. For instance, revisions were made to leases for both Springfield and
Belmont branches when a new facility and expansion were achieved at these
locations. Agreeing to a five-year lease for the current location of Aylmer Library will
not prevent Aylmer Town Council from proceeding with re-location or expansion to
the library whenever the opportunity arises.
A new base rate of $17 per square foot?
•In lieu of a comprehensive market analysis, Council may wish to consider making the current rate paid to Port Stanley as the new base rate for all locations. This was the approach taken in 2007 and has worked well. This would mean that a base rate of $17 would serve as the new base for all locations beginning in 2023, with annual CPI adjustments applied thereafter.
•29,448 square feet is currently leased by the library across the system from municipal partners and Port Stanley Festival Theatre. Using the 2022 rates above, the impact in 2023 of moving to a base rate of $17.00 per square feet will result in an annual budget increase of approximately $27,000 after projected CPI increases are applied to 2023. Approximately $18,000 of this increase can be attributed to a rise in payments to the Town of Aylmer in exchange for adopting the standard lease. Should Council opt to go in the direction of establishing $17 per square foot as the new base rate, a placeholder will be put into the draft 2023 budget with recommendations on how to fund this increase for consideration as part of the 2023 budget process.
•Such an increase is sustainable and will make payments truly equitable across the system for the first time. These payments have proven successful in maintaining branches to a high standard.
Other issues to consider as part of renewals
Terms to allow for usage of library facilities by community partners and
organizations beyond library operating hours. There is capacity to consider
usage by community groups and partner agencies beyond formal operating
hours. This may also be a revenue opportunity for both the library and local
municipal partners.
More explicit terms for facility improvements such as painting and flooring
improvements based on a multi-year schedule.
Terms that allow leases to be adapted should a new or larger facility emerge.
Provision for staff parking wherever necessary, particularly at Port Stanley and
Aylmer.
Council options for lease renewals
•Option 1: Standardized for all locations with a common base rate per square
foot. $17 per square foot is recommended;
•Option 2: Standardized terms that maintain the tenant / landlord relationship
between the County and local municipal partners / Port Stanley Festival
Theatre but with variable rates paid based on an assessment of local market
factors;
•Option 3: Standardized terms and a common base rate based on a market
evaluation for the nine branches owned by local municipal partners and a non-
standard lease with Port Stanley Festival Theatre with rates that would apply to
Port Stanley Library only.
For each option, it is recommended that leases apply for an initial five-year term
and at least one renewal of five years and possibly a second renewal. Leases do
need to be long-term to give the library and municipal partners stability to provide
the service and to plan capital improvements.
Timeline for achieving lease renewals
•Immediately –Consider Council feedback. What further information does
Council need?
•Provide initial notice to local municipal partners and the Port Stanley Festival
Theatre regarding the need to renew leases for 2023 and beyond with
anticipated timelines for execution. A presentation to local CAOs seeking their
initial feedback has already been made.
•End of May 2022 -Based on Council’s direction, engage in the necessary
background research for the purposes of presenting a draft framework for
County Council approval.
•End of July 2022 –In partnership with the County Solicitor, present draft lease
agreements to local municipal partners and Port Stanley Festival Theatre with a
deadline of October 1st, 2022 to authorize. This will give local municipal
partners two months to consider and approve agreements. These renewals will
not be impacted should lame duck status apply;
•November 1, 2002 –Provide a summary update to County Council regarding
renewals to take effect in 2023.
Recommendations
THAT the March 8, 2022 presentation titled “Setting the Framework for Library
Lease Renewals”, submitted by the Director of Community and Cultural Services,
be received and filed for information, and;
THAT Elgin County Council provide direction on the matter of establishing common
terms and a common base rate for all ten library facilities; and,
THAT notice be provided to local municipal partners and the Port Stanley Festival
Theatre regarding the need to execute new lease agreements for Elgin County
Library branches by the end of 2022.
Thank you!
Brian Masschaele, Director of Community and Cultural Services
PORT COLBORNE
Moved by Councillor E. Beauregard
Seconded by Councillor A. Desmarais
March 22, 2022
WHEREAS the Year of the Garden 2022 celebrates the Centennial of Canada's
horticulture sector; and
WHEREAS gardens and gardening contribute to the quality of life of our municipality
and create safe and healthy places where people can come together; and
WHEREAS the Year of the Garden 2022 will highlight and celebrate the important
contribution of gardeners, our local gardening organizations, horticultural professionals
and local horticultural businesses which contribute to garden culture and the experience
garden of our municipality; and
WHEREAS gardens and gardening have helped us face the challenges of the COVID
pandemic; and
WHEREAS Communities in Bloom in collaboration with the Canadian Garden
Council, invites all municipalities to celebrate the Year of the Garden; and
NOW THEREFORE I, Mayor William C. Steele, do hereby proclaim 2022 as the Year
of the Garden, in the City of Port Colborne. In celebration of the contribution of gardens and
gardening to the development of our country, our municipality and the lives of our citizens in
terms of health, quality of life and environmental challenges; and
THAT the Saturday before Father's Day, June 18 in 2022, be recognized as Garden
Day in the City of Port Colborne as a legacy of Canada's Year of the Garden 2022; and
THAT the City of Port Colborne is committed to be a Garden Friendly City supporting
the development of its garden culture; and
THAT all municipalities across Canada be invited to proclaim 2 22 to be the Year of
the Garden in their respective municipalities, and that a copy of this r solution be provided
to all municipalities of Ontario, for that purpose.
Willia
Mayor
1
Legislative and Court Services . 70 Collier Street, P.O. Box 400, Barrie, Ontario L4M 4T5
P (705) 739-4220 ext. 5500 . F (705) 739-4206 . cityclerks@barrie.ca
The Honourable Doug Ford, MPP Premier of Ontario Premier’s Office, 1 Queen’s Park Legislative Building, Room 281 Toronto ON M7A 1A1 premier@ontario.ca Dear Premier Ford:
Re: REQUEST TO THE PROVINCE OF ONTARIO FOR A PLAN OF ACTION TO ADDRESS JOINT AND SEVERAL LIABILITY On behalf of the Council of The Corporation of the City of Barrie, I wish to advise that on March 7, 2022, City Council adopted the following resolution regarding a Plan of Action to Address Joint and Several Liability: 22-G-064 REQUEST TO THE PROVINCE OF ONTARIO FOR A PLAN OF ACTION TO ADDRESS JOINT AND SEVERAL LIABILITY WHEREAS the cost of municipal insurance in the Province of Ontario has continued to increase with especially large increases going into 2022; and WHEREAS Joint and Several Liability continues to ask property taxpayers to carry the lion’s
share of a damage award when a municipality is found at minimum fault; and WHEREAS these increases are unsustainable and unfair and eat at critical municipal services; and
WHEREAS the Association of Municipalities of Ontario outlined seven recommendations to
address insurance issues including:
1. That the Provincial Government adopt a model of full proportionate liability to replace joint and several liability. 2. Implement enhancements to the existing limitations period including the continued
applicability of the existing 10-day rule on slip and fall cases given recent judicial interpretations and whether a 1-year limitation period may be beneficial.
3. Implement a cap for economic loss awards. 4. Increase the catastrophic impairment default benefit limit to $2 million and increase
the third-party liability coverage to $2 million in government regulated automobile insurance plans.
March 17, 2022 File: C00
2
Legislative and Court Services . 70 Collier Street, P.O. Box 400, Barrie, Ontario L4M 4T5
P (705) 739-4220 ext. 5500 . F (705) 739-4206 . cityclerks@barrie.ca
5. Assess and implement additional measures which would support lower premiums or alternatives to the provision of insurance services by other entities such as non-profit insurance reciprocals.
6. Compel the insurance industry to supply all necessary financial evidence including premiums, claims and deductible limit changes which support its own and municipal arguments as to the fiscal impact of joint and several liability. 7. Establish a provincial and municipal working group to consider the above and put forward recommendations to the Attorney General.
NOW THEREFORE BE IT RESOLVED that the Council for the Corporation of the City of Barrie call on the Province of Ontario to immediately review these recommendations despite COVID-19 delays, as insurance premiums will soon be out of reach for many communities and BE IT FURTHER RESOLVED that this motion be provided to the Honourable Doug Ford, Premier of Ontario, the Honourable Peter Bethlenfalvy, Minister of Finance, the Honourable Doug Downey, Attorney General of Ontario and MPP for Barrie-Springwater, the Honourable Andrea Khanjin, MPP for Barrie-Innisfil, and all Ontario municipalities.
If you have any questions, please do not hesitate to contact the undersigned, wendy.cooke@barrie.ca or (705) 739.4220, Ext. 4560. Yours truly,
Wendy Cooke City Clerk/Director of Legislative and Court Services
WC/bt Cc:
• The Honourable Peter Bethlenfalvy, Minister of Finance
• The Honourable Doug Downey, Attorney General and MPP for Barrie-Springwater
• The Honourable Andrea Khanjin, MPP for Barrie-Innisfil
• All Ontario municipalities
Please find below a motion passed by Council of the Town of Georgina imposing
limitations upon the purchase of goods that can easily be traced to have originated from
Russia, and requesting support of this position by other Ontario municipalities;
RESOLUTION NO. C-2022-0081
Moved By Councillor Waddington
Seconded By Councillor Neeson
WHEREAS the country of Ukraine has experienced a premeditated and
unprovoked invasion by Russia;
AND WHEREAS silence is complicity;
AND WHEREAS Canada imports hundreds of millions of dollars' worth of
goods from Russia each year;
AND WHEREAS negative financial impacts upon a country can be used
as a means to deter further conflict;
BE IT THEREFORE RESOLVED THAT the Town of Georgina
unequivocally denounces Russia's unjustifiable war against Ukraine;
AND THAT the Town of Georgina supports the sanctions which the
Federal government of Canada has thus far imposed on Russia;
AND THAT effective immediately and until a time when the sovereignty of
Ukraine is once again unchallenged, the Town of Georgina will:
1) Not purchase any products (ie plywood, fertilizer, steel, furniture or
machinery) which can be easily traced to have originated from
Russia; and,
2) Insist that any future contracts for services for the Town of
Georgina abide by these same limitations within our municipality;
AND THAT upon confirmation that the Belarusian military is engaged
within Ukraine that the Town of Georgina apply these limitations upon
goods from that country as well;
AND THAT this decision of Georgina Council be forwarded to all other
municipalities within Ontario requesting they enact similar measures so
that as a united front we can make a noticeable difference.
Carried Unanimously
March 17, 2022
Mayor Ed Ketchabaw and Bayham Council Municipality of Bayham 56169 Heritage Line, Straffordville, ON N0J 1Y0
Dear Mayor Ketchabaw and Bayham Council,
I am writing you in my capacity as Chair of the Terrace Lodge Fundraising Committee to formally invite your community to join the Comforts of Home journey.
As you are aware, Terrace Lodge Long-Term Care Home in Malahide Township is
currently under redevelopment. The project broke ground in the spring of 2021 and is
expected to be completed in 2023, on time and on budget. As part of the redevelopment process, the Terrace Lodge Redevelopment Fundraising
Committee is raising funds to provide the comforts of home to the residents. These comforts include value-added items that are not included in the redevelopment: accessible courtyard amenities, furnishings for comfortable and welcoming common areas, state of the art recreational, memory-care equipment, and many more. The Comforts of Home Campaign has gained terrific momentum so far. We raised $144,788 and secured $125,000 in pledges in our first year, which represents 40% of the overall goal. More details are included in the 2021 report attached.
Residents in Terrace Lodge come from across the County of Elgin. To reflect this reality and to further ensure the success of the campaign, County Council revised the
Committee’s terms of reference to include representation from all of Elgin County’s
Local Municipal Partners.
Although Bayham already had a position on the Committee, it has been vacant. I am therefore respectfully requesting that the Municipality of Bayham appoint one (1)
member to the Committee. This individual can be a member of Municipal Council or a member of the general public. This appointment is for the remainder of 2022.
Also note that the Committee is welcoming volunteers to assist the campaign in a casual, non-voting capacity. Those interested in a volunteer role should email donatetoTL@elgin.ca to express their wish.
If you require, we can assist you in preparing communication materials to support your outreach efforts. I am also prepared to attend one of your Council meetings to answer
any questions you may have.
I am extremely proud of the work that the Committee has been able to accomplish over the past year, despite the challenges of COVID-19. The generosity of our communities has been humbling. I look forward to having a member of the Bayham community join this important journey and help us reach our 2022 goal.
Sincerely,
Councillor Dominique Giguère, Chair, Terrace Lodge Redevelopment Fundraising Committee
2021
FUNDRAISING
REPORT
A Message from the Campaign Chair
Mission, Vision and Goals
2021 Achievements: Some Highlights
2021 by the Numbers
Seasonal Themes
Items Fully-Funded To-Date
Financials
What the Comforts of Home Campaign Means to Me
Donor Photos
Thank You To Our Generous Donors
Redevelopment Construction Progress
Contents
Our Team
Looking Forward To 2022
Become Part of the Journey
A Message from the Campaign Chair
Construction on the Terrace Lodge Redevelopment is well
underway and scheduled to be completed on-time and on
budget in 2023. It is exciting to see progress being made on
this long-anticipated project.
Terrace Lodge (located in the Township of Malahide), has been
operated by the County of Elgin since 1977.The
redevelopment will produce a modernized and reimagined
facility that will meet the complex care needs of our 100
residents,while providing them with a living experience that is
as home-like as possible.
In order to create this home-like atmosphere the Terrace Lodge
Fundraising Committee has been hard at work raising funds
that will help us to purchase specific items that will enhance
the home-like quality of the redeveloped facility.
We launched our campaign on a very snowy morning in
December of 2020 with a provincial lockdown on the horizon.
There are many challenges associated with launching a
fundraising campaign in the midst of a global pandemic. Being
unable to gather in-person as a Committee, meet face-to-face
with potential donors, or hold in-person fundraising events
meant that the Committee needed to get creative.
We developed themed mini-campaigns and with the support of
the Aylmer Express we promoted these themes in the local
newspaper,we leveraged our online presence making the most
of our social media accounts and website, and finally we turned
to the tried-and-true fundraising technique:picking up the phone.
Despite the constantly changing rules around gathering,the
Committee found ways to maintain its meeting schedule using
virtual and hybrid methods. I am extremely proud of what we
have been able to accomplish over the course of 2021. I am
extremely honoured to lead such a dedicated, driven group of
community minded individuals. I am likewise honoured to be a
resident of such a generous community. Even during the difficult
year we experienced,the service clubs,businesses,and
individuals of Elgin County gave from their heart to make the first
year of the campaign a success.On behalf of my colleagues on
County Council,I thank you for your commitment to providing the
comforts of home for our residents at Terrace Lodge.
I look forward to 2022 with optimism and continued dedication to
this cause.
Councillor Dominique Giguère , Campaign Chair
Vision
To create an inviting state-of-the-art Home, where residents feel safe
and comfortable, while enabling the excellent care provided proudly by
staff and volunteers. As redevelopments are completed, the staff,
residents and families of Terrace Lodge will notice a shift from the
traditional medical model toward a homelike model of care.
Mission
The Fundraising Committee has been mandated to plan, coordinate,
implement and evaluate fundraising activities. The funds raised by the
Committee will be invested in value-added enhancements to the Terrace
Lodge Redevelopment Project.
Goals
To raise sufficient funds to purchase the items
deemed necessary to enhance Terrace Lodge and
provide residents with the Comforts of Home. As of
January 2022, the total cost of all items is
estimated at $650,000. This goal may be adjusted
throughout the campaign as more information
becomes available (e.g. building design features,
price of items).
December 2020
Campaign
Kick Off.
Launch of seasonally
themed campaigns,
targeting specific
seasonal items from the
catalogue.
December 2021
2021 Achievements: Some Highlights
Partnership with Aylmer
Express secured.
Branding, brochure,
campaign website,
catalogue and online
donation system set up.
Committee work and
plans adjusted to new
pandemic realities
$75,000 donation from
Green Lane –a boost to
the campaign
English and Low
German poster designed
and placed throughout
the community.
Radio spot on DeBrigj
Legacy Giving:
Information kit
developed
$50,000 donation from
ETBO –a nice end to
year one.
Donation as gift: cards
and system
implemented
Fireplaces and benches
all sold out!
Sign goes up at TL.
2021 By the Numbers
109 Individual Donors
109 individual donations were received from service clubs, businesses and
individuals.
800+ hours of volunteer work
Despite COVID-19 restrictions the Committee never lost momentum. While
focused on everyone’s health and safety, members adapted and used various
technologies to communicate, plan, make decisions and coordinate all outreach
efforts.
$269,788 Raised
In 2021 the Campaign raised $144,788 and secured $125,000 in pledges. The
$269,788 total to-date represents 40% of the campaign’s overall $675,000 target.
(This target includes a 4% budget for campaign expenses).
The campaign used seasonal themes for bi-weekly adds. This strategy
was selected to raise awareness about the specific items needed at
Terrace Lodge. The ads, designed by the Aylmer Express team,
received great feedback and generated interest for designated
donations.
Seasonal themes with
targeted items
Items fully funded to-date*
2 of 2 Large Gazebos
1 of 3 Chapel Stained Glass Panels
1 of 1 Chapel podium
1 of 1 Water Feature
4 of 4 Above Ground Planters
4 of 12 Landscape Areas (adopt)
8 of 8 Outdoor Solar Lighting
23 of 23 Garden Ornaments (various sizes)
6 of 6 Bench Roof/cover
2 of 2 Bird Centres
2 Bird Seeds for a year
20 of 20 Benches
7 of 7 Outdoor Tables (accessible)
2 of 2 Stainless Steel Barbeque
60 of 60 Outdoor Stackable Chairs
1 of 6 Abby Computer System
2 of 6 Abby System Support (annual)
10 of 30 Abby Individual Subscriptions
1 of 4 Recreation Room TV
20 of 20 Montessori Kits (various sizes)
1 of 1 Gift Shop Table & Chairs Set
8 of 8 Electric Fireplaces
4 of 4 Lounge areas: all furnishings
1 of 1 Dining Room Set
1 of 1 Guest Suite, fully furnished + AV
100 of 100 Personalised Door Coverings
87 of 100 Keepsake Boxes
4 of 4 Bookcases
4 of 4 iPads
1 of 4 Whiteboards with Stand
1 of 2 CD Players/speakers
1 of 1 Beauty Nook Desk
100 of 100 Word Cloud Frames
*as of December 31, 2021
Financials
Donations Received for Terrace Lodge Fundraising as at December 31, 2021
REVENUE (Donations to date)Received To be received
Cash/Cheque 51,228 13,000
Credit Card 27,280
Donations Prior to Campaign Start 8,105
Pledges (Expected Value)45,150 125,000
In Kind Donations 25
Total Donations 131,788 138,000
EXPENSES Paid Outstanding
Fees (credit card)624
Fundraising Consultants 4,500
Signage 2,719
Meeting Room Rental 150
In Kind Purchases 25
Advertising and Promotion 9,656
Total Expenses 17,674
Total funds towards the campaign 252,114
What the Comforts of Home Campaign Means To Me
Why I gave to Terrace Lodge
Fundraising:
“We want to thank Terrace Lodge
for good care, for our family over
the years.”
-Keith and Anne Howe,
Donors
Why I volunteer on the Fundraising
Committee
“To help provide a state of art
home with all the comforts for our
residents, in our community.”
-Ruth Anne Perrin,
Committee Member
Westminster Mutual Insurance -$10,000 West Elgin Insurance -$3,900 Action Financial Group iA Private Wealth -$1,000
Knights of Columbus -Our Lady of Sorrows-$500 Elgin Roofing Inc.-$5,000 Aylmer Express -$10,000
Green Lane Community Trust -$75,000
Belmont Lioness-$1,000 Aylmer Community Foundation -$5,000
Aylmer Lioness-$2,000 Springfield Lioness/Swans -$1,600
Thank you to our
generous donors
Action Financial Group Ltd.
Advanced Stainless
Al and Randee Hooghiem
Alison Warwick
Andy and Ann Honchell
Antonissen Trucking
Arkess Rebekah Lodge
Aylmer Community Foundation
Aylmer Express
B&M Finishes
Barry and June Kinsey
Belmont Lioness Club
Bob and Suzanne Carrel
Bob Purcell
Candyville Mart
Catherine Bearss
Christine VanDaele
Connie Foster
Dave and Judy Mennill
Dave H. Jenkins
David Perrin
Deb Shackelton
Debra Shackleton
Dianne Wilson
Dominos Pizza Aylmer
Dr. Michael and Mrs. Michele Toth
Elgin Roofing Inc.
Elizabeth and Gerry Vanderwyst
ETBO Tool and Die
Greenlane Community Trust
Ida and David McCallum
IGPC Ethanol Inc.
iModular Homes Inc.
Jack and Ruby Dykxhoorn
Janis Hamilton
Jess Terpstra
Jim and Jeanette Jenkins
Joe Snyders
John and Ruth Anne Perrin
Thank you to our
generous donors
John Bajc
Karen and Gilles LeBlanc
Keith and Anne Howe
Keith Hunt Construction
Knights of Columbus -Our Lady of
Sorrows
Larry McNeil
Lloyd Perrin
Lucille White
Marilyn Greenwood and Bonnie Toth
Marjorie and Larry Cowan
Maureen D. Jenkins
Mike Abell Electric
Mike and Lynn Summers and Aylmer Tirecraft
Monica and Glen Howe
Nancy Caverly
Pam Ruckle Buys
Pat and Sue Zimmer
Pat Vandevenne
Peters Paving
Philip and Leslie Psutka
RD Kisuule Professional Corporation
Robert Foster
Robert Michele Deryk Family
Rosemary Kennedy
Ross Alford
Royal Canadian Legion Branch 81
Scott and Sharon Shakir
Springfield C.P. & T. -Springfield
Oddfellows & Rebekahs
Springfield Lioness/Swans
Springwater Packers
Stan Putnam
Studer's Variety (Alpha Business
Enterprises Ltd.)
The Wood Connection
Thank you to our
generous donors
Tim Maloney and Family
Tom and Muriel Carrel
Township of Malahide Staff
Vera Lampman
Vienna Lioness Club
Vuteq
West Elgin Mutual Insurance
Westminster Mutual Insurance Company
* The Committee would also like to thank
the many generous donors who wished
to remain anonymous.
The Committee would like to thank
the following organizations for their
promotional support:
The Aylmer Express
The Northshore Beacon
The Dorchester Sign Post
DeBrigj Radio
94.1 MyFM
Rogers TV
Dominos Pizza
Redevelopment
Construction Progress
March 2021 –Start of project –clearing of site and
setting up of construction trailers and staging/storage
areas. Construction of temporary access lane for the
project.
April –May 2021 –Begin excavation of addition,
prepare for the relocation of the existing ground
mounted air handling units for north and south wings.
June –Aug 2021 –Continue to form and pour
concrete foots, pads, and walls. Delays experienced do
to multiple heavy rain events throughout the summer.
Sept –Nov 2021–Completion of foundation, installation
of all underground electrical conduit and plumbing. The
installation of all structural steel framing and metal
studding. Ongoing installation of above ground electrical
conduit, Mechanical rough in. Installation of concrete floor
on ground level.
Dec –Jan 2022 –Completion of interior steel partitions,
continued installation of mechanical, plumbing and
electrical infrastructure throughout the addition.
Installation of roofing material and placement of roof top
HVAC equipment.
Fiona Wynn
fwynn@elgin.ca -(519) 852-2921
The 2021 Fundraising Committee
Dominique Giguère
dgiguere@elgin.ca -(548) 888-6252
Ruth Anne Perrin
rperrin@elgin.ca -(226) 545-0452
Richard Kisuule
rkisuule@elgin.ca -(519) 639-3767(519) 644-1445
Jim Jenkins
Kay Haines
khaines@elgin.ca -(519) 857-2138
Jamie Chapman
jchapman@elgin.capbarbour@elgin.ca -(519) 765-3793
Pete Barbour
Manager of Financial Services/Deputy
Treasurer
Jennifer Ford
Staff Supports
Michele Harris
Director of Homes and Seniors
Services
Jenna Fentie
Legislative Services Coordinator
Katherine Thompson
Manager of Administrative Services/Deputy
Clerk
Manager of Program and Therapy
Services
Tanya Noble
The Committee is very
grateful for the professional
support provided by staff.
The Committee would also like to thank the
Elgin County IT Department for technical
support provided.
FOCUS: RECREATION
Recreation programs in our long-term care homes
play a vital part in the health of residents. In 2022 we
will focus our efforts on securing funds for a wide
range of recreational items such as a wheelchair bike,
outdoor music therapy equipment, art supplies, TV
screens and stackable chairs.
Looking Forward to 2022
TARGET YEAR 2: $225,000
2022 is the second of the three-year Comforts of Home campaign.
After raising 40% of the total target in year 1, year 2 will once again
aim to raise $225,000. This will bring us 2 /3 of the way to the initial
target set at $675,000.
By the midpoint of the campaign, in June 2022, we will endeavour
to fine tune the goals and the list of items required. The campaign
target will be adjusted at that point to reflect changes in pricing
and in best practices for resident care.
OUTREACH: COUNTY-WIDE
With Terrace lodge in the heart of the Aylmer-
Malahide area, we saw a high level of engagement in
those two communities in 2021. We know that
residents at the home come from all over Elgin
County. The outreach in 2022 will ensure loved ones,
service clubs and businesses from across the county
have the opportunity to become part of the Comforts
of Home journey.
PRIORITY: RECRUITMENT
The first year of the campaign relied on a small but
mighty group of dedicated committee members and
volunteers. Our goal for 2022 is to increase the number
of members and volunteers and to ensure each
community in Elgin County will be represented on the
committee.
Become Part of the Journey...
Join our Committee or
become a campaign
volunteer.
Reach out by phone or email
to make a donation by cash,
cheque or credit card.
Visit our online catalogue and
purchase a much-needed item.www.donatetoterracelodge.ca
donatetoTL@elgin.ca
Dominique Giguère, Campaign Chair
548-888-6252
REPORT
CAO
TO: Mayor & Members of Council
FROM: Thomas Thayer, CAO|Clerk
DATE: April 7, 2022
REPORT: CAO-12/22 SUBJECT: 2022 MUNICIPAL ELECTION
BACKGROUND:
On March 17, 2022, the Council of the Corporation of the Municipality of Bayham passed the
following resolution:
Moved by: Councillor Donnell
Seconded by: Councillor Froese
THAT Report CL-07/22 re 2022 Municipal Election Information be received for
information;
AND THAT Council approve paper based, traditional ballot, vote anywhere,
live voters list as the method of vote for the 2022 Municipal Election;
AND THAT the Use or Corporate Resources for Election Purposes Policy be
adopted as presented;
AND THAT the appropriate by-laws be brought forward for Council’s
consideration.
The above-noted Report stated that further information regarding voting places for the
2022 Municipal Election would be forthcoming.
DISCUSSION
The Municipal Elections Act, 1996, S.O. 1996, CHAPTER 32, as amended, outlines the
responsibility of the Clerk pertaining to Municipal Elections.
ADVANCE VOTE
Section
43(2)
The Clerk shall establish the date or dates, number, location and hours
of advance voting.
NUMBER AND LOCATION OF VOTING PLACES
Section The Clerk has discretion in identifying the number and location of voting
45(1)(3)(5) places and designating the area.
Section
45(2)
In establishing the locations of voting places, the clerk shall identify
strategies that ensure that each voting place is accessible to electors
with disabilities.
In determining the Voting Places for the 2022 Municipal Election and to ensure an accessible
election, a review was undertaken of the 2018 Voting Places. The following facilities were
assessed in 2018:
Straffordville Community Centre
Vienna Community Centre
Port Burwell Firehall
Straffordville Firehall
Corinth Community of Christ Church
Lighthouse Gospel Church
Ultimately, the 2018 Municipal Election was conducted using the Straffordville
Community Centre, Corinth Community of Christ Church, and Lighthouse Gospel
Church as Voting Places.
For the 2022 Municipal Election, evaluation of the three facilities utilized in 2018 was
conducted by the CAO|Clerk and Deputy Clerk utilizing Election Canada’s Polling
Place Suitability Checklist.
Staff are recommending use of the same facilities and have already reached out,
attended, and confirmed use of the Corinth Community of Christ Church and
Lighthouse Gospel Church for same.
The Advance Voting Places for the 2022 Municipal Election shall be as follows:
Advance Vote No. 1
Saturday October 15, 2022
10AM-3:00PM
Straffordville Community Centre
56169 Heritage Line,
Straffordville, ON
Advance Vote No. 2
Wednesday October 19, 2022
10AM-7:00PM
Straffordville Community Centre
56169 Heritage Line,
Straffordville, ON
Advance Vote No. 3
Thursday October 20, 2022
10AM-7:00PM
Straffordville Community Centre
56169 Heritage Line,
Straffordville, ON
Advance Vote No. 4
Friday October 21, 2022
10AM-3:00PM
Straffordville Community Centre
56169 Heritage Line,
Straffordville, ON
Advance Vote No. 5
Saturday October 22, 2022
10AM-3:00PM
Straffordville Community Centre
56169 Heritage Line,
Straffordville, ON
The Voting Places for the 2022 Municipal Election shall be as follows:
Monday October 24, 2022
10AM-8:00PM
Straffordville Community Centre
56169 Heritage Line,
Straffordville, ON
Monday October 24, 2022
10AM-8:00PM
Corinth Community of Christ Church
54246 Eden Line,
RR4, Aylmer, ON
Monday October 24, 2022
10AM-8:00PM
Lighthouse Gospel Church
59 Victoria St,
Port Burwell, ON
The Straffordville Hall Foundation handles Hall bookings and has been advised of the above-
noted Advance Poll and Election Day dates and times.
Eligible Electors will be able to vote at any of the Advanced Voting Places or Voting Places
established for the 2022 Municipal Election.
A 2022 Municipal Election Candidate Information Session will be held on Wednesday,
April 27, 2022 from 7-9 p.m. at the East Elgin Community Complex, 531 Talbot St W,
Aylmer, ON N5H 2T8.
The session is being hosted by the Ministry of Municipal Affairs and Housing (MMAH)
on behalf of the Town of Aylmer, Municipality of Bayham, and the Township of
Malahide. Information on this Session is available on the Municipal website.
Registration is being handled by the Township of Malahide.
RECOMMENDATION
1. THAT Report CAO-12/22 re 2022 Municipal Election be received for information.
Respectfully Submitted by:
Thomas Thayer, CMO
CAO|Clerk
REPORT
CAO
TO: Mayor & Members of Council
FROM: Thomas Thayer, CMO, CAO|Clerk
DATE: April 7, 2022
REPORT: CAO-13/22 SUBJECT: PROCEDURAL BY-LAW UPDATE FOR VIRTUAL MEETINGS
BACKGROUND:
On January 6, 2022, Council received Report CAO-01/22 re Procedural By-law, which
presented Procedural By-law changes and a new Procedural By-law for Council’s consideration.
Council passed the following motion:
Moved by: Councillor Donnell
Seconded by: Councillor Chilcott
THAT Report CAO-01/22 re Procedural By-law be received for information;
AND THAT Council direct staff to bring forward a Procedural By-law for Council
consideration.
Subsequently and also on January 6, 2022, Council adopted By-law No. 2022-003 to establish a
new Procedural By-law for the Municipality of Bayham.
DISCUSSION
Under Section 6.16 of the Municipality’s Procedural By-law No. 2022-003, Council meetings
shall be conducted virtually; however, this Section only applies to Declared States of
Emergency.
Additionally, the County of Elgin and numerous lower tier municipalities are planning to lift the
existing COVID-19 Emergency Declaration effective April 8, 2022. Based upon the way the
Procedural By-law is currently written, there is no provision to conduct virtual meetings and/or
permit electronic participation in same outside of a Declared State of Emergency.
In accordance, staff are recommending that Section 6.16 of the Procedural By-law be renamed
and amended to permit electronic participation generally. Suggested revised language for the
entire Section 6.16 is below:
6.16 Electronic Participation
6.16.1 Notwithstanding that set forth in Section 6, and in accordance with the COVID-
19 Economic Recovery Act, 2020 to amend the Municipal Act, 2001, the
following rules and regulations for electronic participation in a Council Meeting
shall apply:
a) A Member who is unable to attend a Council Meeting in person may
participate in that Meeting by electronic or other communication facilities
if the facilities enable all participating Members, whether attending in
person or through electronic participation, to hear and be heard by all
other Members.
b) Except for all or any part of the Council Meeting that is closed to the
public, the electronic or other facilities are capable of and enable the
public to hear, or watch and hear, all Members participating in the
Meeting.
c) A Member who intends to participate in any such Meeting of Council by
electronic or other communication facilities shall give to the Clerk Notice
of that intention at least 24 hours prior to the commencement of such
Meeting, provided that, if Notice of such Meeting is provided less than 24
hours prior to its scheduled commencement, then the Member shall give
to the Clerk as much notice as possible prior to commencement of such
Meeting. In all such circumstances, the Clerk will, as soon as reasonably
possible, provide the Member intending to attend by electronic
participation with instructions on how to connect to and participate in that
Meeting by electronic or other communication facilities.
d) There shall be no limit upon the number of Members who may attend a
Meeting of Council by electronic or other communication facilities.
e) The Mayor (or designate), as Chair, shall lead the Meeting and be
present from a designated meeting location supported by the CAO (or
designate), where possible.
f) Each Member attending the Meeting by electronic or other
communication facilities shall notify the Chair and other Members when
he or she joins the Meeting and, if and when applicable, upon leaving
the Meeting.
g) Any Member attending and present during a Meeting by electronic or
other communication facilities shall be counted for purposes of quorum
at the commencement of and at any point in time during the Meeting.
h) Any Member attending and present during a Meeting by electronic or
other communication facilities may participate in all aspects of the
Meeting as if present in person, including but not limited to debate,
questioning, presentation of motion, and/or voting.
i) During the course of a Meeting within which any Member is participating
by electronic or other communication facilities, the Chair (or designate)
shall announce each agenda item on the floor of the Meeting and shall
thereafter maintain an orderly meeting process, including keeping
Members fully informed.
j) Any Member attending and present during a Meeting by electronic or
other communication facilities may vote on any matter being considered
in such Meeting and that vote shall be counted and, as set forth below,
duly recorded.
k) During the course of each vote conducted within such Meeting:
i. All votes shall be a recorded vote conducted by the Clerk, as
directed by the Chair, unless Council decides otherwise.
ii. The Clerk shall call the name of each Member to vote and shall
thereafter record such indicated vote of that Member as “yes” or
“no’.
iii. If the Member, whether present in person or electronically and
after two attempts, fails to respond to the call of his or her name,
then the vote is recorded as “no”, unless directed otherwise by the
Chair.
iv. The Clerk shall announce the results of the vote to the Chair and
Council, including announcement of the specific vote of each
Member as either “yes” or “no”.
l) During the course of the Meeting:
i. Each Member shall remain silent and attentive to the proceeding
when not assigned to the floor by the Chair.
ii. Each Member shall listen for their name to be assigned to the floor
to speak or to vote.
iii. All Members shall take and abide by the directions of the Chair in
order to facilitate an effective, efficient, and orderly Meeting.
6.16.2 The rules and regulations set forth under Section 6.16.1 of this By-law shall
also be applicable to any Council Meeting held during any period in which an
emergency has been declared to exist in all or part of the territorial limits of the
Municipality of Bayham pursuant to either section 4 or 7.0.1 of the Emergency
Management and Civil Protection Act.
The above rules and regulations shall apply to all sessions of a Meeting, whether open or
closed to the public, and currently apply to all virtual Council meetings conducted during the
existing Declared State of Emergency.
The inclusion of the general ability to conduct virtual meetings and participate electronically
provides Council the added flexibility regarding the nature of how meetings are held. When
technology allows, it will also permit hybrid meetings, where a Member(s) of Council, by desire
or circumstance, may not be able to attend in person.
The amending By-law is included in the By-laws section of this Agenda for Council review.
RECOMMENDATION
1. THAT Report CAO-13/22 re Procedural By-law Updates for Virtual Meetings be received
for information;
2. AND THAT the appropriate amending by-law be brought forward for Council’s
consideration.
Respectfully Submitted by:
Thomas Thayer, CMO
CAO|Clerk
REPORT
CAO
TO: Mayor & Members of Council
FROM: Thomas Thayer, CMO, CAO|Clerk
DATE: April 7, 2022
REPORT: CAO-14/22 SUBJECT: HYBRID COUNCIL MEETINGS FOR THE MUNICIPALITY OF BAYHAM
BACKGROUND
At its November 4, 2021 meeting, Council received Report TR-16/21 re Ontario Trillium Foundation
– Resilient Communities Fund and passed the following resolution:
Moved by: Councillor Donnell
Seconded by: Councillor Chilcott
THAT Report TR-16/21 re Ontario Trillium Foundation – Resilient Communities Fund be
received for information;
AND THAT staff be directed to bring to Council costing estimates for the identified capital
works and potential Ontario Trillium Foundation – Resilient Communities Fund grant
application.
At its December 2, 2021 meeting, Council received Report CAO-50/21 re Ontario Trillium
Foundation – Resilient Communities Fund and passed the following resolution:
Moved by: Deputy Mayor Weisler
Seconded by: Councillor Chilcott
THAT Report CAO-50/21 re Ontario Trillium Foundation – Resilient Communities Fund be
received for information;
AND THAT Council supports an application to the Ontario Trillium Foundation – Resilient
Communities Fund for a hybrid meeting solution for Municipal Council meetings.
In accordance with the above resolutions, an application to same was submitted.
DISCUSSION
On March 29, 2022, the Municipality was made aware that its application to the Ontario Trillium
Foundation – Resilient Communities Fund for a hybrid meeting solution was unsuccessful.
Per quotes provided in support of the application, the estimated cost for the works are as follows:
Technological upgrades: $9,461.00 + HST
Soundproofing: $8,505.92 + HST
Total estimated cost: $17,966 + HST = $20,302.62
Should Council deem it desirable to do so, Council may request that staff procure the technology
and soundproofing necessary to facilitate a hybrid meeting solution. In discussion with the
Treasurer, this work may be funded through Working Capital. A hybrid meeting solution would allow
for flexible public participation in Council meetings while addressing lingering COVID-19 and public
gathering concerns.
This Report does not provide a recommendation. Rather, it is seeking Council’s direction if a hybrid
meeting solution is desirable for Bayham at this time.
RECOMMENDATION
1. THAT Report CAO-14/22 re Hybrid Council Meetings for the Municipality of Bayham be
received for information;
2. AND THAT Council provides direction regarding a hybrid meeting solution for Municipal
Council meetings.
Respectfully submitted by,
__________________________
Thomas Thayer, CMO
CAO|Clerk
REPORT
CAO
TO: Mayor & Members of Council
FROM: Thomas Thayer, CAO|Clerk
DATE: April 7, 2022
REPORT: CAO-15/22 SUBJECT: SHARED MUNICIPAL DEVELOPMENT SERVICES RFP UPDATE
BACKGROUND:
On November 18, 2021, Bayham Council received correspondence from the Township of
Malahide regarding a Possible Development Approvals Shared Service/Electronic Processing
Business Plan. The correspondence identified that Malahide has received approval through the
Province’s Municipal Modernization Program – Intake 2 and they were reaching out to ascertain
Council’s interest in supporting the exploration of a shared building, planning, and by-law
enforcement service. The correspondence also identified that no costs were to be covered by
Bayham for support of this venture.
Bayham Council subsequently passed the following motion:
Moved by: Councillor Donnell
Seconded by: Deputy Mayor Weisler
THAT the Council of The Corporation of the Municipality of Bayham is willing
to collaboratively explore a Development Approvals Shared Service Business
Plan with the Township of Malahide in regard to the development of a shared
building, planning and by-law enforcement service.
DISCUSSION
In accordance with the above motion, Bayham staff have been working closely with
Malahide staff to move the process forward.
To date, a Request For Proposal (RFP) has been drafted and advertised through
Malahide’s Bids and Tenders website. The RFP advertisement closed on March 18,
2022 and staff from both municipalities have been reviewing submissions.
Malahide’s Council is receiving a Report at its April 7, 2022 meeting to formally award
the RFP, which will allow Malahide and Bayham to continue the process by working
closely with the successful organization.
While no formal timeline is in place as of the drafting of this Report, it is hoped that the
review will be complete in Q3 2022 and options will, at that time, be presented to
Council.
RECOMMENDATION
1. THAT Report CAO-15/22 re Shared Municipal Development Services RFP Update be
received for information.
Respectfully Submitted by:
Thomas Thayer, CMO
CAO|Clerk
THE CORPORATION OF THE
MUNICIPALITY OF BAYHAM
BY-LAW NO. Z738-2022
HILDEBRANDT
BEING A BY-LAW TO AMEND BY-LAW No. Z456-2003, AS AMENDED
WHEREAS the Council of the Corporation of the Municipality of Bayham deems it necessary to
amend Zoning By-law No. Z456-2003, as amended.
THEREFORE, the Council of the Corporation of the Municipality of Bayham enacts as follows:
1) THAT By-law No. Z456-2003, as amended, is hereby further amended by amending
Schedule “A” Map No. 11 by changing the zoning symbol on the lands from Estate
Residential (ER) zone to a site-specific Estate Residential (ER-10) zone, which lands are
outlined in heavy solid lines and marked ER-10 on Schedule “A” Map No. 11 to this By-
law, which schedule is attached to and forms part of this By-law.
2) THAT By-law No. Z456-2003, as amended, is hereby further amended by amending
Section 8.13 Exception – Estate Residential (ER) Zone by adding the following clauses:
8.13.10.1 Defined Area
ER-10 as shown on Schedule “A”, Map No. 11
8.13.10.2 Regulation for Accessory Buildings
Maximum Floor Area,
combined for two separate accessory buildings: 228 m2
Maximum Floor Area, livestock,
existing hobby farm barn: 228 m2
2) THIS By-law comes into force:
a) Where no notice of objection has been filed with the Municipal Clerk within the time
prescribed by the Planning Act and regulations pursuant thereto, upon the
expiration of the prescribed time; or
b) Where notice of objection has been filed with the Municipal Clerk within the time
prescribed by the Planning Act and regulations pursuant thereto, upon the
approval of the Ontario Land Tribunal.
READ A FIRST TIME AND SECOND TIME THIS 7TH DAY OF APRIL 2022.
READ A THIRD TIME AND FINALLY PASSED THIS 7TH DAY OF APRIL 2022.
MAYOR CLERK
THE CORPORATION OF THE MUNICIPALITY OF BAYHAM
BY-LAW NO. 2022-027
A BY-LAW TO AMEND BY-LAW NO. 2022-003 BEING A BY-LAW
TO GOVERN THE PROCEEDINGS OF THE COUNCIL OF THE
MUNICIPALITY OF BAYHAM, AND OF ITS COMMITTEES AND
THE CONDUCT OF ITS MEMBERS
WHEREAS the Province of Ontario passed Bill 187, an Act to amend the Municipal Act,
2001 on March 19, 2020 to permit Municipal Councils to conduct meetings through
electronic media in a declared emergency;
AND WHEREAS the Province of Ontario passed Bill 197, an Act to amend the
Municipal Act, 2001 on July 21, 2020 to permit Municipal Councils to conduct meetings
through electronic media outside of a declared emergency;
AND WHEREAS Council for the Corporation of the Municipality of Bayham deems it
desirable to amend By-Law No. 2022-003, being a By-Law to Govern the Proceedings
of the Council of the Municipality of Bayham and of its Committees and the Conduct of
its Members to conduct meetings by electronic media outside of a declared emergency;
THEREFORE THE COUNCIL OF THE CORPORATION OF THE MUNICIPALITY OF
BAYHAM ENACTS AS FOLLOWS:
1. THAT Section 6.16 of By-Law No. 2022-003 being a By-Law to Govern the
Proceedings of the Council of the Municipality of Bayham and of its Committees
and the Conduct of its Members be amended to replace with the following:
6.16 Electronic Participation
6.16.1 Notwithstanding that set forth in Section 6, and in accordance with the
COVID-19 Economic Recovery Act, 2020 to amend the Municipal Act,
2001, the following rules and regulations for electronic participation in a
Council Meeting shall apply:
a) A Member who is unable to attend a Council Meeting in person may
participate in that Meeting by electronic or other communication facilities if
the facilities enable all participating Members, whether attending in person
or through electronic participation, to hear and be heard by all other
Members.
b) Except for all or any part of the Council Meeting that is closed to the
public, the electronic or other facilities are capable of and enable the
public to hear, or watch and hear, all Members participating in the
Meeting.
c) A Member who intends to participate in any such Meeting of Council by
electronic or other communication facilities shall give to the Clerk Notice of
that intention at least 24 hours prior to the commencement of such
Meeting, provided that, if Notice of such Meeting is provided less than 24
hours prior to its scheduled commencement, then the Member shall give
to the Clerk as much notice as possible prior to commencement of such
Meeting. In all such circumstances, the Clerk will, as soon as reasonably
possible, provide the Member intending to attend by electronic
participation with instructions on how to connect to and participate in that
Meeting by electronic or other communication facilities.
d) There shall be no limit upon the number of Members who may attend a
Meeting of Council by electronic or other communication facilities.
e) The Mayor (or designate), as Chair, shall lead the Meeting and be present
from a designated meeting location supported by the CAO (or designate),
where possible.
f) Each Member attending the Meeting by electronic or other communication
facilities shall notify the Chair and other Members when he or she joins the
Meeting and, if and when applicable, upon leaving the Meeting.
g) Any Member attending and present during a Meeting by electronic or other
communication facilities shall be counted for purposes of quorum at the
commencement of and at any point in time during the Meeting.
h) Any Member attending and present during a Meeting by electronic or other
communication facilities may participate in all aspects of the Meeting as if
present in person, including but not limited to debate, questioning,
presentation of motion, and/or voting.
i) During the course of a Meeting within which any Member is participating
by electronic or other communication facilities, the Chair (or designate)
shall announce each agenda item on the floor of the Meeting and shall
thereafter maintain an orderly meeting process, including keeping
Members fully informed.
j) Any Member attending and present during a Meeting by electronic or other
communication facilities may vote on any matter being considered in such
Meeting and that vote shall be counted and, as set forth below, duly
recorded.
k) During the course of each vote conducted within such Meeting:
i. All votes shall be a recorded vote conducted by the Clerk, as
directed by the Chair, unless Council decides otherwise.
ii. The Clerk shall call the name of each Member to vote and shall
thereafter record such indicated vote of that Member as “yes” or
“no’.
iii. If the Member, whether present in person or electronically and after
two attempts, fails to respond to the call of his or her name, then
the vote is recorded as “no”, unless directed otherwise by the Chair.
iv. The Clerk shall announce the results of the vote to the Chair and
Council, including announcement of the specific vote of each
Member as either “yes” or “no”.
l) During the course of the Meeting:
i. Each Member shall remain silent and attentive to the proceeding
when not assigned to the floor by the Chair.
ii. Each Member shall listen for their name to be assigned to the floor
to speak or to vote.
iii. All Members shall take and abide by the directions of the Chair in
order to facilitate an effective, efficient, and orderly Meeting.
6.16.2 The rules and regulations set forth under Section 6.16.1 of this By-law
shall also be applicable to any Council Meeting held during any period in
which an emergency has been declared to exist in all or part of the
territorial limits of the Municipality of Bayham pursuant to either section 4
or 7.0.1 of the Emergency Management and Civil Protection Act.
READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 7th DAY
OF APRIL 2022.
____________________________ _____________________________
MAYOR CLERK
THE CORPORATION OF THE MUNICIPALITY OF BAYHAM
BY-LAW NO. 2022-028
A BY-LAW TO CONFIRM ALL ACTIONS OF
THE COUNCIL OF THE CORPORATION OF
THE MUNICIPALITY OF BAYHAM FOR THE
COUNCIL MEETING HELD APRIL 7, 2022
WHEREAS under Section 5 (1) of the Municipal Act, 2001 S.O. 2001, Chapter 25, the powers of
a municipal corporation are to be exercised by the Council of the municipality;
AND WHEREAS under Section 5 (3) of the Municipal Act, 2001, the powers of Council are to be
exercised by by-law;
AND WHEREAS the Council of The Corporation of the Municipality of Bayham deems it
advisable that the proceedings of the meeting be confirmed and adopted by by-law.
THEREFORE THE COUNCIL OF THE CORPORATION OF THE MUNICIPALITY OF
BAYHAM ENACTS AS FOLLOWS:
1. THAT the actions of the Council of The Corporation of the Municipality of Bayham in
respect of each recommendation and each motion and resolution passed and other
action by the Council at the Council meeting held April 7, 2022 is hereby adopted and
confirmed as if all proceedings were expressly embodied in this by-law.
2. THAT the Mayor and Clerk of The Corporation of the Municipality of Bayham are hereby
authorized and directed to do all things necessary to give effect to the action of the
Council including executing all documents and affixing the Corporate Seal.
READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 7th DAY
OF APRIL 2022.
____________________________ _____________________________
MAYOR CLERK